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Hosting

Expenses for hosting individuals are part of ordinary and necessary University business. These expenses cannot be lavish or extravagant and must relate to substantial business discussion (either during, directly before, or directly after the meal).

Miami permits hosting for:

  • Guests who are neither Miami students or employees. Examples include: fund raising events, student recruitment and conference marketing activities, lecturers, job candidates, workshop attendees, consultants.
  • Students who are not student employees. Examples include: volunteering for University-related activities, acknowledgment of academic achievements, student employment training and development, achievement recognition.
  • Employees, including student employees, who work for Miami. Examples include: employee development, training sessions, achievement recognition.

Review the Hosting Policy

Hosting Policy

Hosting Guidelines

Review the Hosting section of the University Purchasing Policies to learn about hosting procedures and restrictions.

Access the Hosting Form

Hosting Form

Pay for hosting transactions with a P-Card or (if a P-Card is not available) a reimbursement through Workday. In each case, include this form to provide complete details.

Adhere to IRS Hosting Limits

Meals (Per Person)

Breakfast: $20
Lunch: $40
Dinner: $70

Gratuity

Limited to 20%

Need help completing the form? See our Hosting Form guide below.

Form Guide

This guide helps you properly complete the University Hosting Form. This form must be completed when charging a departmental account for hosting at University facilities. It may be used as an attachment to Limited Purchase Orders or requisitions.

  • Date of Function: Enter the date of the hosting function.
  • Location: Enter the place where the hosting function occurred.
  • Department: Enter the name of the department which is being charged for the hosting activity.
  • Number of Attendees: Indicate the total number of faculty and staff present at the hosting activity. Also, indicate the number of students present at the activity. Also, indicate the number of people who are not faculty, staff, or students who were present at the activity.
  • Description of Meal: Indicate if the meal was breakfast, lunch, or dinner. If the meal was none of these, check Other and specify the type of meal.
  • Names and Business Relationship: Enter the names of the people at the hosting function and their business relationship with the University. If it was a large group of people representing an organization, enter the name of the organization, instead of individual names.
  • Business Purpose: Check one of the appropriate boxes and provide the requested details.
  • Account Number: Enter the Index Code and Account number being charged for the hosting activity.
  • Authorized Signature: Include the signature of a staff or faculty member authorized to charge the hosting activity to the specified departmental account(s).

Contact US

Controller's Office
107 Roudebush Hall
501 E. High Street Oxford, Ohio 45056
513-529-6110
Staff Lean at Miami Signature Authorities