V.U. – Entertainment Related Expenses – 06-2018

1. The chief executive officer and his or her designated employees are authorized to use

appropriated, foundation and local funds for entertainment and related expenses for official functions which support the institutional mission and serve a business purpose.

1. Entertainment involves guests external to the institution and is related to one or more of the following purposes:
   1. recognition or promotion of academic achievement, scholarship, service to the institution, or athletic achievement
   2. promotion or communication of intellectual ideas and/or exchange of administrative and operational information on the institution’s programs or activities
   3. support of institution- sponsored student events and activities
   4. development events (donor receptions, fundraising activities, etc.)
   5. advocacy events with elected officials and policymakers, subject to the limitations of Title 18, Chapter 13, Idaho Code
   6. assistance to t he State Board of Education, accrediting agencies, officials from other institutions, etc.
2. Meals may be provided for institution administrative/ business meetings if integral to the meeting and the meeting time encompasses a normal meal time. Meetings at which a meal is provided must include at least one institution employee, be agenda driven, and be directly related to specific institution business.
3. Public relations expenses, and business and civic club memberships (e.g. chamber of commerce or Rotary Club) are allowable if they are reasonable, necessary, and related to the function of the institution. Membership at a country club or dining club shall not be allowed unless specifically provided for in an employment agreement approved by the Board.

2. All expenses authorized in this Subsection shall be properly documented to support

the business purpose of the expenditure. In addition, actual expenses shall be reported to the Board upon request.