FACULTY-STUDENT & MENTORING MEALS:

Best Practices

FACULTY-STUDENT MEALS: THE BASICS

Minimum 3, maximum 7 students

Students currently enrolled in Wharton class

Cost limits per person are $25 lunch, $50 dinner

Use PROG 1524, OBJ 5214

Required: 1. completed C1-A listing all attendees2. itemized original receipt (not summarized credit card

slips)3. business purpose = “faculty-student meal”

MENTORING MEALS: THE BASICS

One faculty member takes another out for a meal

Use PROG 6160, OBJ 5214

No alcohol can be reimbursed

University meal limits apply ($35 breakfast/lunch, $80

dinner)

Faculty member is limited to spending $160 per fiscal year

University policies apply as usual (itemized receipt, etc.)

BZZT! NOT ALLOWED

Fewer than 3 or more than 7 students is not allowed

unless you have an email authorization from Mike

Gibbons

Alcohol is not permitted for undergraduates – it’s okay

for MBA or PhD students, though

Guest speakers/consultants/former students/a cousin

who’s visiting/random friends are not eligible for either

meal program

FACULTY-STUDENT FAQ

If fewer than 3 students attend because someone dropped out at the last

minute, please include a memo or note to that effect.

Reimbursable amounts may go over $25 lunch/$50 dinner if the overage

is paid

from DARTS funding.

If per-person cost goes over University limits ($35 lunch/$80 dinner), a C-5

is required, per University policy; overage can be paid on DARTS.

You can include more than one meal on a single C-1, so long as the

attendance lists and amounts are clearly broken out on the C1-A.

FACULTY-STUDENT FAQ 2

Students from outside Wharton (SAS, Engineering, etc.) are

allowed so long as they are currently enrolled in a

Wharton class.

Visiting professors can host if they are currently teaching.

Breakfast is allowed. The program limit is the same as

lunch, $25 per person ($35 is the University limit).

Brunch counts as breakfast/lunch, not dinner (yes, this has

come up in the past).

PROCESSING TIPS

Normal University travel reimbursement policies still

apply.

The business purpose should read “Faculty-Student Meal” or

“Mentoring Meal.”

Always provide the faculty CREF, and DARTS string if needed.

For the C1-A, please do not clump several names on one line.

Attaching a handwritten list does not replace the C1-A.

Itemized receipts are required. Summarized credit card slips

require an explanatory C-5.

FINAL STEPS: BOTH PROGRAMS

Except for CREF and PROG, leave the account string blank.

Do fill in the DARTS account string if it’s needed.

After completing the C1 in the online T&E system, submit the

following printed documents to F&A: 1. C-12. C1-A3. Digital signature document4. Original receipt/s5. C-5 if required.

Without original receipts, we cannot submit to Travel.

THE BIG PICTURE

1. Faculty-Student Meal reimbursements totaled nearly 800 last FY (that’s individual C-1 forms, not individual meals!). Eleven faculty participated in mentoring meals in FY11; nineteen in FY12. The volume is why we request you print all documents. F&A only prints the cover sheet for signature and TAC.

2. For reasons of volume, it’s helpful if reimbursements are submitted as they occur, rather than in, for instance, June. Encourage faculty to submit receipts promptly, if at all possible. A C-5 is required for receipts greater than 180 days old.

THANK YOU!

Thank you all for your help (and

patience) with processing these very

successful Wharton meal-

reimbursement programs!