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Business Meal Expenses

To:        Brown Faculty and Staff
From:    David Kertzer and Elizabeth Huidekoper
Date:     December 1, 2008
Re:        Clarification of Allowable Business Meal Expenses for Entertaining Guests in RI

We are writing to clarify the way in which the University will consider exceptions to the per person limit on dinner expenses as delineated in our memo of August 22, 2008 on University Travel and Business Expenses.  Exceptions to the $45 per person maximum will be made for dinners that involve hosting a distinguished guest of the University (such as an individual brought to Brown to deliver a named lecture) or candidates for faculty positions at Brown.  For those exceptions the university will reimburse up to $60 per person. 

In these extraordinarily challenging economic circumstances, we urge all faculty and staff to limit hospitality expenditures whenever possible, so that we can continue to sustain the core academic mission of the university.  Accordingly, the number of Brown hosts accompanying a guest for lunch or dinner should be no more than four, unless it is held at the Faculty Club.

Requests for exceptions to the policy will be handled by Associate Dean Carolyn Dean for academic units that report to the Dean of Faculty, by Deputy Provost Vincent Tompkins for academic units that report to the Provost, and by Associate Dean of Finance Tom Michael for academic units in the Division of Biology and Medicine.

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