Meetings
Meetings that include UC Merced meals or light refreshments must serve a substantial business purpose and have at least one employee present.
Types, location, and purposes
Typically a meeting between UC Merced employees is held on UC Merced property rather than at a restaurant or residence. It would take place during work hours, however, if that is impossible, a meeting might have to be held during lunchtime. For example a working lunch in which case food/beverage might be provided to participants.
Meetings can be between:
- University employees on an infrequent basis if the meeting cannot be scheduled during regular, working hours
- Faculty, staff, and students
- Employees and other participants
A meeting must have an agenda which is the sole focus of the session. To be eligible for reimbursement, any food/beverage must clearly be necessary, an integral part of the meeting, and serve one of the following purposes:
- Administrative, planning, workgroups
- Planning, mentoring, workgroups (faculty, staff, and students)
- Formal training sessions, conferences (not on travel status)
- Professional association, scholarly society, external organization
- UC-wide meetings, Academic Senate, Regents
Frequency
UC Merced does not pay or reimburse frequent or routine expenditures for meals or light refreshments for employees, which are treated as taxable income by the IRS.
For meetings, limit the frequency of:
- Meals to once per month, per group
- Light refreshments to twice per month, per group
Programmatic Activities
Programmatic activities:
- Support UCM's educational and community programs
- Are distinct from entertainment, thus do not require Department Head approval
Types and purposes
The following are examples of programmatic activities:
- Athletic teams, training, game-related activity (at home, no travel)
- A class, study hall, or other academic-based activity
- Student orientation programs, commencement exercises, and similar activities
- Student government meeting, association meeting, or other student meeting
- Continuing educational programs, such as medical or dental education programs, executive MBA and similar self-supporting programs
- Activities that serve refreshments as a crucial part of the program, such as blood donation events that offer juice and cookies to blood donors
- Volunteers and research subjects
- Employee on-the-job meals
- Grand rounds (Medical Center)
Maximum per-person rates apply.
