When to fill out a special expense form
Some of the expenses that are considered special expenses
(see policy for complete outline):
- Hotel accommodations / overnight lodging
- Any out-of-state conference, seminar or workshop
- Registration fees for in-state conferences that exceed $1,000.00
- Refreshments* for college sponsored meetings, receptions for speakers, performers,
and commencements, conferences, workshops, and other similar college sponsored
meetings or activities that have predominantly non-state employees.
- Refreshments* meals and other conference costs for college sponsored events
where registration fees are charged and the majority of the participants are non-state
employees.
- Refreshments* and/or meals for meetings that consist primarily of state employees
when the refreshments and/or meals are an integral part of the event and are necessary
to sustain the flow of the meeting and to retain captive audience and meet the
following criteria:
- A meeting with participants from many geographic locations where the majority
of the participants are in travel status
- A department-wide annual/quarter/semester staff meeting for all employees
- A department senior management/cabinet planning or organizational meeting
- A department-wide annual/quarter/semester staff meetings for all managers
- An annual/quarter/semester staff meeting of all division/district/regional
employees
- A structured training session, available to all employees generally and conducted
by persons outside the MnSCU system, provided it has been approved by the College
- Awards for individual or group achievements, which are limited to non-cash/non-negotiable
items of normal value as, provided for under IRS guidelines (currently $50).
*Refreshments include non-alcoholic beverages as well as fruit and bakery items.
**16A form may be found in the Forms section and is required when proper procedures
are not followed.
With the exception of Board of Trustees meetings, campus visits, and other
official functions, including but not limited to committee meetings, the above
meetings shall be held no more frequently than once each quarter or semester.
All meetings shall be scheduled to minimize the inclusion of meals.
Once prior approval has been obtained from your department approver and the
Vice President of Finance, attach the Request for Approval to Incur Special Expense
form to the Form 101 whenever food or beverages are served. (Exception: student
clubs).
(Special Expenses policy found under MnSCU Travel Management, Part 11)
Excerpts from MnSCU policy:
- Special expenses are expenses incurred in connection with official functions
of MnSCU employees, which are not reimbursable through the regular expense regulations.
- Employees must obtain approval of special expenses before incurring such expenses
or the payment may be denied. Requests received after the event or too late to
provide a proper review must include an explanation of why the request was not
provided in a timely manner (16Aform**).
What expenses are not covered by State funds?
- Refreshments or meals for routine staff meetings
- Private club memberships
- Alcoholic beverages
- Entertainment
- Employee parties (including holiday parties)
