Policies & Procedures Manual - Elizabeth City State University

400.1.41Adopted: 06/14/05ELIZABETH CITY STATE UNIVERSITYMeals and Lodging for GuestsGuestsPersons who are invited to the university to participate in a program sponsored by a department, or forother approved reasons, may be provided meals and lodging paid for by the sponsoring department, aslong as a stipend is not being received by the invitee in which these expenses are included.Departments should be sure, in advance, that funds are allocated for paying such expenses.Other CostsOn occasions when a guest is accompanied by a representative of the host department, the cost of therepresentative’s meals also may be borne by the department. Charges for alcoholic beverages are notpermitted against State funds.Requests for PaymentUpon request, the university dining hall or lodging facility will bill a department for services providedto guests rather than requiring payment in cash. Requests for payment should be made by using theCheck Request form. The Check Request form should be accompanied by a copy of the invoice or bill.A brief description or explanation of the charges should be written on the Check Request form.Purchase RequisitionWhen university facilities are unavailable to guests, it is permissible to utilize commercial eatingand/or lodging establishments on a charge basis. To cover charges of such nature, a purchaserequisition must be prepared and submitted to the Purchasing Department, giving a brief explanation ofthe event.