Bloomington
Transactions for hospitality require approval from the appropriate source:
- University Budget Office for UA accounts
- Bloomington Budget Office for BL accounts
- Contract and Grants for C&G accounts
A copy of the approved Hospitality Request Form or e-mail must accompany the itemized receipt and bank statement to FMS. All hospitality purchases that do not have approval documentation attached will be sent to the cardholder asking them to obtain the appropriate approval or to contact the vendor to request their card be credited and make arrangements to pay with personal funds or through the Indiana University Foundation. If this becomes a recurring problem, the card will be cancelled.
The following is a list of hospitality object codes for your convenience:
- Conferences & Workshops – use object code 4026 for hospitality
- Auxiliary & Service Units – object code 4868 should be used for promotional expenses.
- Actual auxiliary hospitality expenses (non-promotional) – should be charged to object code 4025.
- Designated Other Funds (23) Accounts Funded by External Sales – use object code 4868.
- Grant, Contract and Gift Accounts – use object code 4027 for hospitality.
- Student Activity Hospitality – code as appropriate; object code 4028 (Student Activity Fee Hospitality Expense) or the appropriate recruitment object code, etc. or contact your campus business office for assistance.
Please review the institutional policy governing hospitality expenses (see Allowable Hospitality Expenses). A summary of key points is presented here for your guidance in preparing orders and documentation.
East
A copy of the approved IUE Hospitality Expense Form (DOCX) must accompany the itemized receipt and bank statement to FMS. All Hospitality Expense forms must be signed by the Account Manager and the Fiscal Officer. All hospitality purchases that do not have approval documentation attached will be sent to the cardholder asking them to obtain the appropriate approval. If this becomes a recurring problem, the card will be cancelled.
The following is a list of hospitality object codes for your convenience:
- Conferences & Workshops - use object code 4026 for hospitality
- Auxiliary & Service Units - object code 4868 should be used for promotional expenses. Actual auxiliary hospitality expenses (non-promotional) - should be charged to object code 4025.
- Grant, Contract and Gift Accounts - use object code 4027 for hospitality.
- Student Activity Hospitality - code as appropriate; object code 4028 (Student Activity Fee Hospitality Expense) or the appropriate recruitment object code, etc. or contact your campus business office for assistance.
Please review the institutional policy governing hospitality expenses (see Allowable Hospitality Expenses) A summary of key points is presented here for your guidance in preparing orders and documentation.
Indianapolis
Hospitality is allowed on the P-Card if the Fiscal Officer for that Responsibility Center (RC) pre-approves the expenditure. It should be noted not all Fiscal Officers allow hospitality on P-Cards in their RC. Always check for the guidelines in your RC first.
Kokomo
Hospitality is allowed on the P-Card only with the prior approval of a Fiscal Officer in the Office of Finance. To obtain this approval, complete the online Hospitality Form.
The person completing the form will receive a copy of it via email. This copy must be attached to the corresponding expense report along with the receipt documentation for audit review.
Northwest
IUN Purchasing determines eligibility for hospitality on IUN Purchasing cards. Transactions for hospitality require approval prior to using the Purchasing card as mode of payment from the appropriate source, IUN Fiscal Affairs for Contract and Grant* and IUN accounts.
A copy of the approved Hospitality Request Form (PDF) must accompany the itemized receipt and bank statement to IUAP. All hospitality purchases that do not have approval documentation attached will be sent to the cardholder asking them to obtain the appropriate approval or to contact the vendor to request their card be credited and make arrangements to pay with personal funds or through the Indiana University Foundation. If this becomes a recurring problem, the card will be cancelled.
Please review the institutional policy governing hospitality expenses, Allowable Hospitality Expenses and the IUN Hospitality Procedures. A summary of key points is presented here for your guidance in preparing orders and documentation.
* Contract and Grant administration has final approval for all grant-related expenses.
South Bend
Hospitality, or other food purchases, are not allowed on IU South Bend issued P-Cards. If you have an emergency need to purchase food or beverage items, please contact Kathleen Pizana in Accounting Services for assistance. Accounting Services has established purchase orders with select local food providers for these expenses.
Southeast
Please visit the IU Southeast website for more information.