UNIVERSITY OF PENNSYLVANIA Development & Alumni Relations Expense Reimbursement Policy and Procedures

UNIVERSITY OF PENNSYLVANIA Development & Alumni Relations Expense Reimbursement Policy and Procedures I OVERVIEW: This purpose of this document is to provide information about department and University practices for those individuals incurring business travel, entertainment and other expenses on behalf of the University This policy has been updated to include more information on how to make travel arrangements as well as guidelines for processing travel and entertainment related expenses This policy uses University policy as its basis; it is the intent of the department that staff familiarize themselves with these, and use department discretion where appropriate, to provide clear guidelines before staff travel and entertainment expenses are realized This will maximize savings opportunities as part of the University’s overall objective and staff’s responsibility for fiscal responsibility Use of this policy is designed to ensure consistency in reimbursements across the department Any questions or comments should be directed either to a staff person’s immediate supervisor or to the Director, Finance and Facilities, DAR Administrative Services II GENERAL POLICIES A UNIVERSITY CREDIT CARD The University offers the opportunity to monthly paid employees to obtain a fee-paid Corporate American Express card This is designed for those staff expecting travel, entertain alumni or donors or make other purchases as a regular part of their job, and who want to keep business expenses separate from personal expenses Although the annual fee is paid by the University, the credit card is issued in the name of the individual employee, is based on the individual’s credit history and is the responsibility of the individual employee to manage and pay the bills American Express has the capability to process “online” payments for Corporate Card bills Cardholders can call Amex to register, and give bank routing and transit and account numbers so that payments can be made online at the Amex website or by telephone According to Amex, payment processing takes 48 hours from when the process is initiated, compared to days for traditional bank-by-phone systems and 7-9 days when using the mail B ELECTRONIC FUNDS TRANSFER (EFT) Effective January 1, 2007, University policy requires that reimbursement of employees for expenses submitted on the C-1 Travel and Entertainment Expense Report or C-368 Check Request Form will be accomplished by an Electronic Funds Transfer (EFT) to the employee’s bank account of record used for Payroll Direct Deposit Employees can identify the date and receipt of these transfers by using the “My Reimbursements” section on the U@Penn website at https://medley.isc-seo.upenn.edu/penn_portal/u@penn.php The “My Reimbursement” section is located in the “Pay and Benefits “column under the heading of “Payroll and Tax” 10/18/2022 C FORMS AND SIGNATURE REQUIREMENTS A fully completed and approved Travel and Entertainment Expense Report (Form C-1/C-1A) must be submitted in a timely fashion to DAR Administrative Services, accompanied by the required receipts in order to be reimbursed University policy states that as a general rule, expense reimbursements should be submitted within two weeks (14 days) following the completion of a trip or an event in order to ensure timely reimbursement Requests past 90 days may be disallowed according to University practice so it is very important staff stay current with their expenses to avoid delays and payment issues The University won’t pay credit card late fees incurred by delays of the traveler in submitting reimbursement requests are not reimbursable NOTE: American Express has changed their late fee policy so that after May 2, 2007, the first late fee of $29 will be assessed at approximately 45 days past due Each following late fee (at approximately 30 day intervals) will be the greater of $29 or 2.99% of the balance that remains delinquent Travel Advances must state a specific business purpose and are requested by using the C-7 Form The University policy for Cash Advances are limited to $50 per day of travel, to a maximum of $200, and can be requested within working days in advance of the trip A Check Advance for travel expenses can be requested if the expenses have been incurred and prepaid before a trip, and copies of airline tickets, hotel deposits, etc are submitted with proof of payment or indebtedness All advances should be requested no less than three weeks prior to a proposed trip or event and at least ten (10) working days must be allowed for check preparation and intramural mailing after receipt of Travel Advance form by the Travel Office The Travel Office reserves the right to reject such an Advance request if it determines that: the event or travel dates have already occurred by the time the paperwork reaches the Travel Office, or the individual has just incurred the expense and has time to travel, return and request reimbursement without risking any interest or penalty fees All Travel Advances must be reconciled by submission of a Travel and Entertainment Expense Report (C-1) Form to Administrative Services, accompanied by the required receipts, no later than 30 days after the end of the trip Accounts Payable requires all travel and reimbursement forms to be TYPED, and will no longer accept forms submitted that are hand-written All forms can be found through the following link: http://www.finance.upenn.edu/comptroller/forms/ The employee traveler must sign travel reimbursements or advances If for some reason they are not available to sign, a pre-signed memo authorizing submission of the travel form may be attached instead The administrative person preparing any of the forms needs to also sign their name, and the department head or staff supervisor should countersign the form before it is submitted to Administrative Services for processing The employee’s direct supervisor must sign all C-1 Travel forms Effective December, 2006, University policy requires inclusion of the traveler’s Penn ID number and Financial System Vendor Number on the C-1 forms The Penn ID number is on the employee ID card, and the area BEN end-user or Administrative Services can provide the Financial System Vendor Number 10/18/2022 D RECEIPTS University policy requires an original receipt for purchases of good or services valued at $25.00 or more If a receipt is lost, please submit as much documentation as possible (i.e.: credit card statement) and a letter of explanation E NON-US CURRENCY CASH: Foreign currency exchange receipts submitted with a C-1 Travel Reimbursement form will be the rate used for conversion of non-US currencies to US dollars for reimbursement The rate on the receipt will be used for the period until the date of the next receipt or the length of the specific trip, whichever is shorter In the absence of exchange receipts, the conversion into US dollars will be for the date of the expense and must be determined using the www.oanda.com website (linked to the University’s Travel Office homepage), by choosing the “FXConverter” from the “Currency Tools” menu on the left-hand side of the webpage Printed copies showing the currency conversion must be attached to the C-1 Travel Reimbursement form CREDIT CARD: If a credit card was used to pay for expenses, there are two options for reflecting the amount to be reimbursed The first is the submission of the actual credit card bill which reflects the funds conversion with the C-1 Travel Reimbursement form The second option is to determine the amount to be reimbursed using the www.oanda.com website In the FXConverter tool, below the box listing the names of currencies, there is a drop down box which displays the words: ”Interbank rate.” By clicking on button next to the box, the user can choose the alternate conversion rates of “Typical credit card rate: +2%” to covert the foreign currency credit card expense into US dollars for reimbursement.” In the event of any final differences between the submitted foreign currency exchange conversions and actual billings that are less than $25.00, the traveler will be reimbursed from by Petty Cash upon submission of the reconciliation F SAVING MONEY If an employee traveling for University business can save money by extending the trip, i.e by having a Saturday night stay over, a maximum of 100% of the savings can be used towards the additional hotel and meal expenses incurred during the extended stay with supervisor’s approval A written comparison of the additional expense vs cost savings, in advance of the planned trip should be given to, and approved by, the employee’s supervisor The signed approval should be included in the employee’s post-trip expense reimbursement request III SPECIFIC POLICIES AND PROCEDURES A PERSONAL MEALS Out of local area meals a Travelers will be reimbursed for personal meal expenses provided they are documented b Breakfast or dinner will be reimbursed when the travel occurs during meal times 10/18/2022 c “Entertainment meals” where an employee is hosting non-employee alumni, non-alumni friend or other prospects must be documented on the C-1A form A specific business purpose for the entertainment must be included on the form d If a meal is provided by a conference, and a traveler elects to purchase a meal independent of the conference, such meals will be considered a personal expense and not reimbursed Reimbursement Amounts a The daily meal expense (including taxes and gratuity) should be reasonable, and should not exceed an average $50.00 per day over the duration of a trip Any exceptions made at the discretion of a department director or AVP should be noted and explained with the submission of the expense reimbursement form b Meals must be separately listed on the C1 form, and itemized and original receipts supporting any meal costing $25 or more must be submitted Itemized receipts are required by University policy to provide data for review of compliance with the University alcohol policy and grant overhead calculations c According to University policy, there will be no reimbursement made for purchase of alcoholic beverages d International daily meal expense should follow the same reasonableness guidelines Room Service a Because of premium pricing, use of room service for meals while traveling should be limited to cases where the opportunity to obtain meals at a regular establishment is limited by time of day (e.g late arrival at a destination) or safety considerations (unaccompanied traveler) Please include a note of explanation of circumstances, relevant time of day, etc when submitting the expense reimbursement request b Nonalcoholic items taken from an in-room mini bar will be reimbursed when supported by written description of unusual circumstances B MEALS AND ENTERTAINMENT WITH OTHER EMPLOYEES Local Business Meals: a According to University policy, a local lunch with colleagues in a local restaurant will be considered a personal expense, and not reimbursable This includes any food purchase in connection with business conducted off University premises between University employees, including (but not limited to) management or event planning, schedule convenience, or general employee career discussions See below for the University approved circumstances for reimbursement of meals between employees b University policy states that lunch or dinner with prospective staff recruits, or conference/event speakers, when approved in advance, should be limited in number of attendees and total cost These meals should not exceed $40 per person for lunch or $75 per person for dinner (including alcohol, taxes and gratuity) In general, the number of persons in the entertainment party should not exceed five (the entertainer, the guest and 2-3 Penn employees) c All meals with alcohol must be charged to object code 5214 Meals without alcohol can be charged to object code 5209 or 5214 Itemized meal receipts as provided by the restaurant must be submitted to allow for proper allocation of expense University policy in general is that restaurants chosen for dinners should be reasonably priced, and alcohol, if consumed, should be moderately priced Exceptions to the Rule: 10/18/2022 University and DAR policy states that employees will be reimbursed for business-related meals with other employees only in the following circumstances: a When, for confidentiality reasons, business must be conducted off University premises Management or event planning, schedule convenience, and general employee career discussions are not acceptable reasons; b Exceptions are permitted when pre-approval is given by the department AVP, for departmental reward/recognition, or other appropriate business purpose (limited to occasions in a year) Birthdays, weddings, etc are personal expenses and not reimbursable Central DAR sponsors a department-wide December holiday event for employees Individual department holiday celebration events are not allowed as a business expense If there are any exceptions or questions, please consult the Director of Finance c When dining with other employees on an out-of-town trip such as a conference As stated above, University policy limits daily meal reimbursement to an average $50 per day When one employee pays for the cost of a group meal, all of the employees present must remember to reduce their daily reimbursement total by the allocated or average per-person cost of the group meal Reminder that alcohol is not reimbursable for any of these C ENTERTAINMENT Entertainment expenses are expenses incurred for business entertaining at which food and beverages, alcohol, catering services, banquet facilities, decorations and musical groups may be used These expenses should be charged to object code 5214 Parties, meals or food for birthdays, weddings, births, and Administrative Professional’s day or similar events are not officially sponsored by central DAR and expenses for these events are not reimbursable Employee arrival or departure events can be paid for by a department within the limits as specified in Section IV of this policy below a The use of alcoholic beverages for DAR business functions should be kept to a minimum Gifts of alcoholic beverages to alumni, non-alumni friends, co-workers or other University employees are not allowed and are not reimbursable b Alcoholic beverages purchased when traveling on University business will only be reimbursed if purchased in conjunction with necessary business entertainment of non-University employees c Alcoholic beverages purchased by employees for themselves outside of a “banquet meal” or purchased for other University employees will not be reimbursed d If purchasing alcohol for a University sanctioned event, be sure you purchase alcohol in the State of Pennsylvania if the event is on campus and make sure you follow Penn’s Alcohol Policy For details go to: http://www.purchasing.upenn.edu/buyinfo/how-to-buy-wine-spirits.php D TRANSPORTATION Air travel a Discounted coach accommodations should be sought whenever possible The traveler is encouraged to find the lowest fare available The University has negotiated rates with several airlines, and details are available through the Travel Office website http://www.finance.upenn.edu/comptroller/travel/ In order to take advantage of these savings opportunities, reservations can be made though the Penn desk at American Express Travel Support is available by contacting the Penn desk at 898-9439 10/18/2022 b Staff can use the Penn American Express Travel Service which provides dedicated agents, a “Pennonly” telephone line, access to reduced hotel rates at over 3,200 hotels worldwide, and the use of “Best Buy Quote” to guarantee the lowest fare by offering an array of pricing and itinerary options, and faxed flight confirmations c Travelers are expected to book the lowest logical airfare and to use the additional savings opportunities provided by our preferred airlines Advance purchase rates or other airline discounts should be used when possible d All travelers are expected to fly in coach class on discounted fares Business class or first class international air travel can occur and must be authorized in advance by the vice president or the AVP’s of the department Written documentation of the approval (email or letter) must accompany the reimbursement or travel advance request form e Travel agent ticket fees, including those from online services, will be reimbursed for airline tickets The amount reimbursed will be the lower of the amount actually paid by the traveler or the fee charged by the Penn American Express Travel Office ($35 domestic tickets/$45 international tickets) f Request for reimbursement of airline ticket change fees must be accompanied by a description of the business circumstances requiring the change g For additional information on the current University practices relating to lost, stolen or cancelled airfares, as well as electronic tickets, please go to the Travel Office Website for air and rail guidelines at http://www.finance.upenn.edu/comptroller/travel/air_rail/ Rail travel a Rail travel should be unreserved, coach, business and metro class on Amtrak and other rail carriers b First class rail charges, such as “Metro First" on Amtrak is not reimbursable c Travel agent ticket fees will be not be reimbursed for Amtrak tickets Reservations can be made on line at www.Amtrak.com, by telephone at 1-800-USA-RAIL, at the ticket machine located in Houston Hall or in person at an Amtrak station Tickets can be obtained from the ticket machine located in Houston Hall or by going to 30th Street Station d Use of “Acela” premium fare trains is discouraged and should be used only when there is a compelling business reason related to time, or when cost savings can be identified, in advance of the trip, over alternative travel methods (ex: air, car or unreserved rail travel in the Northeast Corridor) Return trips to Philadelphia on “Acela” should be avoided If there is an exception, the traveler’s best judgment, in accordance with their supervisor approval, should be used e Request for reimbursement of “Acela” premium fares must be accompanied by a description of the business circumstances requiring the train use f For additional information on the current University practices relating to Amtrak ticketing and reservations, please go to the Travel Office Website for air and rail guidelines at http://www.finance.upenn.edu/comptroller/travel/air_rail/ Private Automobile When driving your own vehicle, the University will reimburse a mileage rate calculated on a per mile basis for the actual miles traveled This mileage rate covers all transportation and operating costs of the vehicle including gasoline and insurance, is determined by the Federal Government, and is subject to change yearly Updated information can be obtained at the Travel Office website of 10/18/2022 http://www.finance.upenn.edu/comptroller/travel/ Please include identification of specific point-topoint mileage for each segment of a trip when submitting reimbursement requests Additional reimbursement will be made for turnpike tolls, bridge tolls, and appropriate reasonable parking fees “E-ZPass” will be reimbursed for tolls; however, documented usage must be submitted Receipts can be printed from the “E-ZPass” website Use of a private automobile between an employee’s home and their regularly assigned campus work location is considered personal commuting and is not reimbursable during regular working hours For this policy, “regularly assigned campus work location” or “campus” is defined as an office on the main University campus in West Philadelphia The definition of “campus”, for those staff assigned to satellite locations is the DAR offices on West 44th Street, NY, NY and 10960 Wilshire Blvd, Los Angeles, CA For an employee who is required to use their private automobile for day trips for University business: If an employee travels to a location other than their primary place of employment and back, we will reimburse for those miles If an employee drives to a location other than their primary place of employment for a meeting, conference, etc and then drives to Penn, we will reimburse that person the difference between the total miles driven prior to arriving at Penn less their normal commuting mileage The drive home from Penn would be considered normal commuting • Employee will be paid for mileage incurred minus mileage between home and office • On campus parking will be reimbursed if the employee stops on-campus and does not have a parking permit Automobile Rentals a Before an employee may rent a car for University business, they must attend the University Driver Training class This class is scheduled by contacting Risk Management at 898-4327 b Travelers should use a rental car when other transportation is not available or when the use of a rental car results in a cost savings over other travel forms The use of the least costly type of rental vehicle, such as a compact or economy car is recommended Larger car sizes are allowable for multiple employees traveling together c Usage of rental cars should be limited to occasions that are consistent with the itinerary and particular University business involved Cars should be rented for only the minimum time needed d There is no University bias towards use of a rental car or a personal vehicle Assuming average costs for a rental car (including taxes and fees), miles per gallon estimates and gasoline cost, it is generally less expensive for an individual to use their personal vehicle for trips of 150 miles or less, and to use a rental car for trips over 150 miles This analysis assumes that travel starts from the University Travelers, however, are encouraged to understand and consider the different University policies for insurance coverage for personal vehicles and rental cars e The University will reimburse a traveler for the daily rental fees, local and state taxes, mileage fees, and drop off fees Return of rental cars with a full tank of gasoline has become the industry standard and expected practice; any refueling required before the return is expected to be done by the traveler to avoid additional fees Business-need exceptions to this practice should be submitted in writing with the traveler’s reimbursement request Global Positioning System (GPS) fees may be reimbursed based on business need 10/18/2022 f Preferred rental car companies are those with whom Penn has negotiated discounted corporate rates and should be used whenever possible The University has negotiated rates with ALAMO (ID# 691126, 1-800-327-9633), NATIONAL (ID# 5001856, 1-800-328-4567) and Enterprise (ID# UNINA17111) For Philadelphia area use, both NATIONAL and ENTERPRISE are preferred vendors g As part of the University corporate contract, a complimentary National “Emerald Club” or Alamo “Quicksilver” membership is available to business travelers Both memberships offer expedited reservation and counter service For additional information and web links, please go to the Car Rental page located at http://www.finance.upenn.edu/comptroller/travel/ground/cars/rentals.shtml h The University provides Loss and Collision insurance protection when an employee who has attended the University Driver Training class is traveling on University business and rents a car from one of three vendors identified in f, above Comprehensive Loss Damage Waiver (LDW) & Collision Damage Waiver (CDW) are included in the University corporate rental rate charged by these three companies The University will not reimburse employees for any insurance options offered by a car rental agency, including Loss Damage Waiver and other “protections.” i If using rental car companies other than those listed above, the employee’s department is responsible for the first $250 worth of damage to the vehicle in case of an accident, if the driver has attended Penn's Driver Education Program A department may be responsible for up to the total repair cost if the employee driver has not attended Penn's Driver Education Program j Rental cars should be obtained to support travel necessary for University business on out of town trips, not simply for convenience to travel from an airport to a downtown location k If a rental car is obtained, the use of taxicabs for other local travel may not be reimbursed Taxis a The University will reimburse for taxis taken on appropriate University business b Unless required by security or other noted extraordinary circumstances, waiting time for taxis will not be reimbursed, nor will taxis taken for personal travel to/from work c Consideration should be taken as to the expected cost of taxicab/car service usage in a metropolitan area, and compared to the total cost (including parking and gas) of renting an automobile for the same time period Public Transportation: The University will reimburse for travel costs such as SEPTA tokens and or appropriate service passes for those traveling locally on authorized activities, but not personal commuting Transportation Terminal Transfers: The most economical mode of transportation, such as shuttle services, should be used to and from air, rail or bus terminals, whenever possible Local Commuting Costs: Ordinary commuting costs will be reimbursed only if extenuating work circumstances create a safety concern For example, taxicabs will be reimbursable if an employee is required to work past the point where it is safe to utilize their normal commuting method Parking costs may be reimbursed when the employee is required to work or volunteers to work department events on weekends Mileage reimbursement will not be paid 10/18/2022 E LODGING Hotel room costs should be reasonable for the location and needs for business travel Cancellation charges and “no show” charges are not reimbursable unless they are due to legitimate and documented business reasons or schedule changes or a personal emergency supported by a brief description with the reimbursement request F TELEPHONE CALLS Travelers will be reimbursed for business calls made when traveling on behalf of the University Travelers will be reimbursed for personal calls to home while traveling on business, but the calls should be kept to a reasonable length Business calls on a personal cell phone will be reimbursed for the numbers of minutes used if there is actual out-of-pocket expense beyond the normal monthly plan cost Reimbursement for business telephone calls made on personal cell telephones that are related to a specific trip must be submitted for reimbursement using a C-1 form Reimbursement for business telephone call made on personal cell telephones when not traveling must be submitted for reimbursement using a C-368 form All of the above forms can be found through the following link: http://www.finance.upenn.edu/comptroller/forms/ G INTERNET CONNECTIONS WHILE TRAVELING Internet connectivity charges (i.e hotels, airport, etc) will be reimbursed with appropriate documentation of charges H OTHER REIMBURSEMENTS Purchases outside of department: a “Office supplies” should be purchased through Office Depot A purchase order can be placed in the department using the master University contract with Office Depot, which provides for an average 33% price reduction and 1-2 day delivery on most regularly stocked items In addition, no sales tax is charged on purchases made through the University b The University of Pennsylvania Bookstore and the Computer Connection use a requisition form, which must be authorized by Administrative Services This provides for a 10% purchase price discount at the Bookstore and an exemption of sales tax on purchases at either location Form authorization is available at Administrative Services during regular business hours c Goods and services purchased through other channels submitted for reimbursement should have a note of explanation and a valid business reason along with the original receipt d In cases where a purchase by an employee could have been made through the regular business process and practices described above, University practice is that any state sales tax charged may not be reimbursed to the individual 10/18/2022 Tips a Reasonable tips appropriate to furtherance of University business are reimbursable A statement identifying the recipient and business purpose of the tip must be included in the Travel Expense submission if the tip is not already included in the purchase price (e.g meals or taxicab/shuttles) EXAMPLE: “$5—doorman” b Dining: 15%-20%, based on service received For “entertainment” meals, or parties of 6+, please verify that the restaurant has not already included a service charge NB: The Penn Club of New York regularly includes a tip in the check total for meals, and most hotels include a gratuity in the room service food charge c Transportation: For taxicabs, 10%-15%; for airport-type shuttle vans $1-$2, based on service d Hotels: Hotel personnel moving or handling large amounts of baggage, boxes, or other business related materials-$5-$10; reasonable tips for concierge, doorman, bellhops and parking valets will be reimbursed when incurred for business related reasons e Additional tipping for service workers at a catered event is not reimbursable because a service fee is usually included in the cost of the event f Tipping for other expenses is a personal decision, and will not be reimbursed Examples include, but are not limited to, bartender, haircut, shoeshine, mtre d’, maid services Incidentals a Purchases of incidental items, including books, newspapers, magazines, etc, are generally personal and not reimbursable expenses If newspapers or magazines are purchased for a specific business purpose, please include this information in the Travel Expense submission b DAR staff that work in the New York and Los Angeles offices may submit reimbursements for expenses when traveling away from their office, including to Philadelphia c Reimbursement for use of a private automobile for travel between Philadelphia and New York offices will be governed by the principles set forth above under “Private Automobile.” Gifts a Purchases of gifts for alumni, volunteers and donors should be limited to cases where there is a direct business purpose, and should not exceed $100 Included in this category are “thank you” gifts, such as flowers or a picture frame, for hosting an event or gift certificates for volunteers b Payments by the University to other eleemosynary (supported by charity) organizations in the form of a gift or contribution are prohibited, unless approved in writing by the Office of the Executive Vice President c University departments may make a gift, to an employee or an employee's immediate family, based on the University/employee relationship, only for the following events: a) departure of a long-term (5 years or more) employee; b) retirement of an employee; c) illness of an employee requiring hospitalization; or d) death of an employee or an employee's immediate family member Payments in excess of $100 for these purposes are prohibited by University policy d Traditional gifts or University mementos given to long-term University employees upon their retirement are permitted with appropriate approval Please contact Administrative Services for further information Based on University policy, the Vice President, DAR, must approve payments 10/18/2022 10 Non-Reimbursable Expenses University Policy #2362 “Non-Reimbursable Expenses” provides a listing of the most frequently encountered expenses which are considered personal expenses and are not reimbursed This policy can be found at http://www.finance.upenn.edu/vpfinance/fpm/2350/2350_pdf/2364.pdf While the University has tried to make this list as inclusive as possible, if an item is not listed, that does not mean that it is automatically reimbursable If there are any questions, please contact Administrative Services for clarification The listing includes: airline club membership dues, alcoholic beverages if purchased in a nonentertainment capacity, auto repairs, barbers and hair salons, personal cell phone monthly fees, clothing or toiletry items, corporate card delinquency fees or finance charges (unless documented as being due to a failure of the University to timely reimburse an employee), laundry charges (unless trip is days or longer), loss or theft of airline tickets personal funds or property, medical expenses while traveling, minibar alcoholic refreshments, movies (in-flight or in-room movies), "no show" charges for hotel or car services, personal entertainment, personal reading material (magazines/newspapers), rental car upgrades, repairs to personal vehicles, shoe shines, souvenirs or personal gifts, travelers check fees or travel insurance IV ARRIVAL/FAREWELL/RETIREMENT CELEBRATIONS Employees of the Department of Development and Alumni Relations (DAR) are eligible to be celebrated by their colleagues when arriving or leaving the department The level of celebration and source of funding shall be based according to years of service within Development and Alumni Relations for events other than retirement, when the individual’s total overall University service will be counted The celebration levels and parameters for each level are outlined below Level I: New employee reception A maximum of $25 may be requested to celebrate the arrival of a new employee in the department Funding is provided through the new employee's departmental budget and requires advance approval from the Director of that department Exceptions to this amount will be at the discretion of the VP or the respective AVP’s Level II: Less than years of service Colleagues electing to celebrate a departure at this level are personally responsible for associated expenses Department budget funding is not permissible Level II: 2-5 years of service A maximum of $200 may be requested to celebrate a departure at this level Funding is provided through the departing employee's departmental budget and requires advance approval from the director of that department Level III: 6-9 years of service A maximum of $500 may be requested to celebrate a departure at this level Funding is provided through the departing employee's departmental budget and requires advance approval from the director of that department Events funded in this manner are assumed to be open to all DAR employees to attend Should the guest list be smaller, i.e., departing member's department only, the expense should be prorated and reduced accordingly A maximum of $100 of the $500 total may be used for a gift, at the discretion of the departing employee’s director Level IV: 10+ years of service A maximum of $1,500 may be requested to celebrate a departure at this level Funding is provided through the departing employee's departmental budget and requires advance approval from the director of that department Events funded in this manner are assumed to be open to all DAR employees to attend Should the guest list be smaller, i.e., departing member's department only, the expense should be prorated and reduced accordingly For departures from the department for reasons other than retirement, a maximum of $100 of the $1,500 total may be used for a gift in accordance with University policy and at the discretion of the departing employee’s director In the case of a retiring employee, the department may use their funds to a) 10/18/2022 11 purchase a “Ben on the Bench” statue; b) purchase a gift bearing the University's logo at a maximum value of $400; or c) purchase a non-University gift at a maximum value of $100 The following practice guidelines apply to events of this type: In general, celebrations are expected to be held between the hours of 12:00-2:00 or 4:00-6:00 Additional contributions from staff, individuals or groups may be used to subsidize the University's funding Funding levels provided include all costs associated with function, e.g., invitations, favors, catering, etc With prior approval from the Director of Programs and Special Events, the Programs and Special Events staff may be available to provide assistance in planning for the celebration 10/18/2022 12 ... required by University policy to provide data for review of compliance with the University alcohol policy and grant overhead calculations c According to University policy, there will be no reimbursement. .. Employees of the Department of Development and Alumni Relations (DAR) are eligible to be celebrated by their colleagues when arriving or leaving the department The level of celebration and source of. .. Travel Expense submission b DAR staff that work in the New York and Los Angeles offices may submit reimbursements for expenses when traveling away from their office, including to Philadelphia c Reimbursement