Business & Group Meals
Users are required to properly document all attendees for a business or group meal and these expenses must be submitted on a travel expense report.
A business meal must include at least one external attendee (someone who does not have a UTAD).
A group meal can be used as the expense type when the following conditions are met:
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- The meal did not include an external attendee
- The meal included students
- If no students were present, then each participant should pay for their own meal and submit their own travel expense report for per diem or reimbursement.
To add new external attendee:
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- With the Business Meal or Group Meal expense entry selected, click New Attendee.
- Select the appropriate Attendee Type from the drop down menu.
- When entering a group, the Group Name should be specific to the event or group and include the date, month, or year (Examples: 2020 Softball Team; March 2020 Student Appreciation Event). Once the group is added to the attendee list, the user must also edit the Attendee Count on the entry.
- Enter the Last Name, First Name, Attendee Title, and Company fields.
- Click Save or Save & Add Another to repeat steps 1-4 until all external attendees have been added.
To add an internal attendee (UT faculty, staff, and students with a Concur profile):
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- With the Business Meal or Group Meal expense entry selected, click Advanced Search.
- Select the appropriate Attendee Type from the drop down menu.
- Enter the Last Name and/or First Name in the search fields.
- Click Search.
- Select the correct attendee from the search results.
- Click Add to Expense to repeat steps 2-6 until all internal attendees have been added.
- Click Close.
Note: The user should also be added as an attendee if they participated in the meal.
Additional Resources:
Questions? - Please email PCardTravelSupport@utoledo.edu