Travel Services (TRA)
POLICY 17
Effective Date: 03/01/1998
Last Modified Date: 03/01/2004
Guests
Persons who are invited to the University to participate in a program sponsored by a department, or for other approved reasons, may be provided meals and lodging paid for by the sponsoring department, as long as a stipend (in which these expenses are included) is not being received by the invitee. Departments should be sure in advance that funds are allotted for paying such expenses.
Other Costs
On occasions when a guest is accompanied by a representative of the host department, the cost of the representative's meals may also be borne by the department. Under State and University regulations, charges for alcoholic beverages are not permitted against State funds.
Request for Payment
Upon request, the Carolina Inn will bill a department for services provided to guests rather than requiring payment in cash. Request for payment should be made by use of the Account Adjustment Request (Form AJ-1). The Account Adjustment Request should be accompanied by a copy of the invoice or bill. A brief description or explanation of the charges should be written on the Account Adjustment Request form.
When the Carolina Inn is unavailable to guests, it is permissible to utilize commercial eating and/or lodging establishments on a charge basis. To cover charges of such nature, a Check Request (Form AP-1) must be prepared and submitted to Disbursement Services, giving a brief explanation of the event and attaching an itemized statement of charges from the commercial eating and/or lodging establishment.
Additional Information
See also:
MSD Policy 14, Purchasing from University Facilities
ACT Appendix 11, Account Adjustment Request, Form (AJ-l)
APY Policy 1, Summary of Payment Request Forms
APY Procedure 1, Check Request
APY Appendix 1, Check Request Form (AP-1)
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