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Garfield Avenue project affects travel on lower campus. The project is expected to be completed in fall 2018. Please allow extra time when traveling to see us!

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Travel: Hosting a Meal PDF of this article

Last modified on 02/28/2018 11:02 am CST

When you will be paying for a meal for another person or group of people, here are some guidelines to remember.


Before you leave, remember to bring:

  • Payment: If you are taking your staff to a restaurant for a meal during the retreat, you can pay for the food with a corporate card or personal funds. Click here to apply for a corporate card.
  • Tax Exemption Evidence: It is encouraged to bring a tax exemption card which explains our tax exempt status and helps to provide evidence so that credibility is clear when requesting tax exemption. Contact your department or the ASK Center to get one.
  • ID: Bring your ID so that the restaurant staff can see if it they request to do so.


While you are out, remember to:

  • Spend within maximum rates: Hosted meals must be within the maximum rate per person for both within Wisconsin and all other locations (including international). The maximum rate includes gratuity up to 20%. View the policies for UW System Sponsored Events and scroll down a bit to to see the maximum rates listed in the table.
  • Pay with the correct means of purchase: To make the purchase at the end of the meal, use your corporate card or personal funds. Request tax exemption and show them your tax exempt card detailing what it is about.
  • Do not purchase alcohol.
  • Request an itemized receipt; it should list each item ordered.


Get reimbursed by submitting a travel expense report. 

  • List your expense type as Meals-hosted.
  • Attach an agenda (if there is one; if there is not, make sure to mention this in a comment).
  • Attach a list of attendees' names.
  • Justify why the meeting had to take place over a meal time.
  • If this meal is not travel related, uncheck the Travel related expense report box.

Click here for more information on travel e-Reimbursement.

For additional assistance, contact the ASK Center, 715-836-3131.

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