Refreshment break expenses are allowable for Hosted Events. Payments made using WFAA funds must be made via the My Corporate Card or reimbursement for out-of-pocket expenses. If a sufficient registration fee is not collected, alcohol and excess per-person meal amounts must be charged to Wisconsin Foundation and Alumni Association (WFAA) funds, if available. An accounting of the event registration fees collected and expenses incurred must be completed by the departmental event organizers and made available upon request.

Type of MealĪll other locations – including internationalĪlcohol charges and excess per-person meal amounts may be charged to UW funding if a registration fee sufficient to cover these costs is collected. Hosted events are subject to the same per-person meal payment limits as Business Meals. Purchasing Services will determine if the sole source justification is approved. Exception: Bidding may be waived if a sole source justification is provided.Exception: Bidding is not required if participants are paying registration fees to attend the event AND the collected fees will cover the entire cost of the event.

Total costs include: hotel rooms, meeting rooms, catering, AV, etc.When the total cost of an event taking place off-campus is expected to exceed $5,000, a simplified bid must be performed to select a vendor. Determining purchasing authorityīefore Purchasing Services will sign or approve a contract, Purchasing Authority must be determined. On-campus facilities include: Union South, Memorial Union, Pyle Center, Lowell Center, Discovery Building, the Fluno Center, and Gordon Commons. See UW-3053 Signatory Authority (Agreements/Contracts) Policy.

Posting to the Student Information System (SIS)Īll contracts for events taking place off-campus (with non-UW facilities) must be reviewed, signed, and approved by Purchasing Services at UW–Madison.

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