Department of Otolaryngology: Procedure for Event & Business Entertainment Expenses

Unit Procedure

Title

Department of Otolaryngology: Procedure for Event & Business Entertainment Expenses

Introduction

Purpose

This Procedure provides important steps for complying with requirements under the Department’s Event & Business Entertainment Expense Policy.

Scope

Applicable to all individuals receiving departmental allowances, including faculty, Advanced Practice Providers, fellows, residents, and any others who may be requesting departmental support for a business entertainment expense.

Procedure

Event requests requiring preapproval

1. All events, including dinners and other gatherings, require pre-approval by the Department Chair or a designee. Requests should be submitted in advance to the department Associate Chair for Administration (ACA) and must include the following:
   1. Brief description of the event including the date, location, and manner in which the event supports the Department’s mission, goals, and/or strategic objectives;
   2. Estimated number of attendees and cost;
   3. Plan for funding – whether the expenses are to be covered by an Attending Travel/Educational Fund, Professorship, or other Departmental funds
   4. List of expenses (if any) that can be paid before the event using the Department P-card (once approved, ACA and/or admin can assist)
   5. Requests to use Departmental funds. The number of attendees or expense amount will not affect the requirement to request prior approval.
2. Payment of expenses
   1. Approved expenses should be paid using the Department’s Purchasing card (P-card) whenever possible. Other expenses submitted for reimbursement must include detailed and itemized receipts. The level of detail required is solely within the discretion of the Department. If the P-card is not used, there is always a risk that the University will deny reimbursement.
   2. Reimbursement for events involving significant others/spouses: recruiting events, visiting professors, or strategic planning, spouses/significant others will not be allowed unless the recruit or visiting professor is also accompanied by a spouse/significant other.
   3. Non-Medical Foundation funds: where funds being utilized for reimbursement are not Medical Foundation (CHMED) funds, the University will not reimburse the tax portion of a meal.  
3. Post-Event Documentation requirements: The following must be submitted to the Business Manager after every event:
   1. Final list of all attendees
   2. Itemized receipts for any expenses not covered in advance
4. Events involving 3 or fewer people and under $300 of expenses that will be reimbursed by an Attending’s Travel/Education Fund or Professorship are exempt from this Procedure and do not require pre-approval.

Exceptions 

Any exceptions to this Procedure must be approved by: Dana M. Clifton.

Related Requirements

External Regulations 

• University Policy on Business Entertainment Expenses (1263)

Unit Policies, Standards, and Procedures

• Department of Otolaryngology: Policy on Call Schedules

Contact Information

Primary Contact

Name: Dana M. Clifton – Associate Chair for Administration

Email: Dana_Clifton@med.unc.edu