Rice University Travel, Business Meeting, and Entertainment Policy

Costs for Business Meetings/ Events/Entertainment (BMEE) quick tips:

• Business meetings are defined as meetings (which may include meals or snacks) to discuss Rice University’s business.
• The costs of all meals should be reasonable for the circumstances.
• Lunch costs should not exceed $30 per person.
• Dinner costs should not exceed $75 per person.
• For BMEE involving donors, senior-level recruitments, or dignitaries a per person dinner charge of up to $150 and a per person lunch charge of up to $50 are allowed
• Lower spending amounts may be required by some sponsored contracts/grants
• Costs of alcoholic beverages MAY NOT be charged to sponsored agreements
• The tip should not exceed 20% of the pre-tax amount except in unusual circumstances and must be documented.
• The number of University employees accompanying guests of the University should be appropriate to the purpose of the business meeting and/or entertainment.
• Normally, spouses or partners of Rice employees share in entertainment only when the spouses or partners of guests are also included.
• Entertainment should have an appropriate business connection to Rice and include a substantial business discussion either before or after the entertainment.
• Reimbursement for a spouse or partner’s transportation, lodging, or meal expenses requires pre-approval by a Dean, Vice President, Vice Provost, or Director explaining why an exception is warranted. 
• In accordance with IRS guidelines, meals will not be reimbursed for same-day travel unless the meal is included as part of a conference or program. Similarly, per diem allowances are not allowable for same-day travel. 
• Travelers must choose whether to be reimbursed for actual expenses or per diem rates. 
• Rice University carries a Group Travel Accident insurance policy, which covers both domestic and foreign business travel. This policy provides accidental death and dismemberment insurance for all University employees while traveling on University business. 
• Spousal or partner travel may be reimbursed if the travel is in connection with the recruitment process.
• For travel lasting longer than 2-3 days, the airport remote parking lot should normally be used.
• Gratuities (tips): Other tips, such as baggage handling and special services, should be modest and must be itemized by category.

Other Travel Expenses

The following travel expenses are reimbursable:

• Fees for expediting a passport for Rice business
• Visas and vaccines necessary for Rice travel
• Buying a meal or modest flower arrangement for a host when staying with friends or family in lieu of a hotel stay
• VAT and GST (Goods and Services Tax, a Canadian tax that also applies to several other foreign countries). Travelers need to submit VAT documentation so that Rice can file for reimbursement.
• Reasonable laundry for business trips exceeding one week or in emergency cases with a documented business purpose.
• Business class tickets may be purchased when a flight is greater than 6 hours, as long as the cost of the business class tickets is not charged to research funds.

The following are some examples of travel-related expenses that are not reimbursable:

• Passports Fees
• Personal entertainment (e.g., movies, sporting events, golf fees, newspapers, magazines)
• Travel by a spouse or partner that is not pre-approved
• Reimbursement for loss or damage of personal property while traveling (which is typically covered under the traveler’s personal insurance policy)
• Technology items including power cords for laptops, PC supplies, and cell phones
• Parking fines, toll fines, or moving violations