Event Guidelines [documentation, tax exempt, meal limits, etc.]
With the reopening of campus this fall, events are becoming a regular occurrence again. Please review the guidelines regarding events on campus. There is a resource page that contains several things to consider when planning an event. The link can be found here: https://businessservices.wisc.edu/purchasing/planning-an-uw-event/
Additional things to consider when hosting an event for UW–Madison.
- There must be a qualifying business reason for the event! Examples include: A recruitment event for incoming students, or a meal where business is conducted) If you are unsure if your business reason qualifies, please reach out to Kelly Layton (layton@wisc.edu).
- We are tax-exempt. Link to tax-exempt form for WI: https://www.wisconsin.edu/travel/policies/wisconsin-sales-tax-exemption/. Tax-exempt forms for other locations: https://www.wisconsin.edu/travel/policies/sales-tax-exemption-from-other-states/
- The meal limits must include tip. It is allowable to tip up to 20% if you remain within the maximum. The maximums also include tax, only when applicable outside of WI. Here is the link to the Business Meal Policy: https://businessservices.wisc.edu/purchasing/planning-an-uw-event/business-meals/
- You will need to include an event meal payment form: https://businessservices.wisc.edu/documents/events-meal-payment-form/
- List of participants form with UW affiliation documented: https://businessservices.wisc.edu/documents/events-participant-list/
- An itemized vendor receipt is required! Cash register receipt only is not allowable!
- No alcohol unless prior approval is given!
- All external vendor contracts need to come to Kelly Layton (kelly.layton@wisc.edu) prior to any payment.
- Please work with your office purchasing card holders to use a departmental purchasing card for expenses whenever possible.
- Does your event not fit within the scope of the UW event policy? Please reach out to Kelly to see if it qualifies under the Official Functions Policy https://policy.wisc.edu/library/UW-3075. Please note, prior approval is required for official functions.