Frequently Asked Questions

While there is undoubtedly value in events such as holiday parties and occasional departmental meals, and Procurement Services acknowledges that these changes are challenging for the University community, they exist to distinguish between necessity and amenity. To ensure responsible stewardship of student tuition dollars, we ask for and share in the sacrifices required to appropriately limit spending where possible, reasonable and feasible. Many of these changes are also consistent with the policies of similarly situated colleges and universities.

Finally, Drexel is subject to Internal Revenue Service rules with respect to tax treatment of business expenses, including business meals. Meals considered lavish or extravagant could lead to tax penalties and reimbursement, as well as additional taxable income to the employee.

No. The Business Travel Expense Policy covers expenses incurred during travel for Drexel University business.

The Business Meal Expense Approval Form [PDF] is only required when meals are paid for with personal funds and reimbursement is sought. Where meals are paid for with a Drexel P-Card, the information requested on the Business Meal Expense Approval Form (date, location, business purpose, and the identity of attendees, including their relationship to the hosting party) are required to be included in the P-Card transaction notes. This information is required to establish the legitimacy of the business expense in the event of an audit by the IRS.

No. While pre-approval is preferred in order to ensure departmental authorization of the expenses, the Business Meal Expense Approval Form may be submitted as soon as possible after the meal occurs.

Yes. Documented meal expenses related to professional recruitment activities and approved by the cost center approver remain allowable under the Guidelines.

No. Routine discussion of general job duties and responsibilities are not considered reimbursable by the University.

Yes, provided you receive approval from Drexel Business Services after completing a Catering Exception Request Form prior to the event. Please note, however, that Business Services' approval of the exception request does NOT represent approval of the expense as a business meal and a contract is required if the caterer is providing staff on campus.

Other scenarios in which use of the University’s designated food service caterer is not required include:

• Purchases of less than $100
• Pizza
• Pretzels and/or water ice

No. The Guidelines state that in order for a meal to be considered integral to the meeting, it must occur during a regularly accepted mealtime and take place over two or more hours. Because this is a one-hour meeting, it does not qualify as a permitted business meeting meal.

No. Although the meal occurs during work hours and is intended to promote team morale, the meal is not "necessary and integral to the business meeting." Additionally, provision of meals for routine meetings is not permitted.

Provided the event is part of a University program and is held in furtherance of a defined business or academic objective, Procurement Services will defer to the discretion of the relevant cost center approver.

Yes, provided the business purpose of the meal is clearly identified and your cost center approver permits the expense. Note that a list of attendees must be provided for audit purposes.

Meal expenses for retirement celebrations for employees who have been with Drexel for 10 years or more and who have provided exemplary service are permissible, provided the expenses are reasonable (maximum of $30/person) and all other meal expense/reimbursement procedures are followed. Please note that Drexel funds may not be used for purely personal celebrations (e.g., birthday parties, baby showers, etc.) or farewell gatherings for non-retirement purposes.

No. University funds may not be used for occasions including, but not limited to, holiday parties, employee birthdays, weddings, baby showers, anniversaries, or other occasions of a personal nature. If departments wish to purchase an appreciation gift to a specific individual or entity, a collection of personal funds should be used. If there is an essential need to purchase such special occasional purchases related to job performance, please contact TandE@drexel.edu.