Faculty-Student & Mentoring Meals:

1. Faculty-Student & Mentoring Meals: Best Practices

2. Faculty-student Meals: the basics • Minimum 3, maximum 7 students • Students currently enrolled in Wharton class • Cost limits per person are $25 lunch, $50 dinner • Use PROG 1524, OBJ 5214 • Required: • completed C1-A listing all attendees • itemized original receipt (not summarized credit card slips) • business purpose = “faculty-student meal”

3. mentoring Meals: the basics • One faculty member takes another out for a meal • Use PROG 6160, OBJ 5214 • No alcohol can be reimbursed • University meal limits apply ($35 breakfast/lunch, $80 dinner) • Faculty member is limited to spending $160 per fiscal year • University policies apply as usual (itemized receipt, etc.)

4. BZZT! Not allowed • Fewer than 3 or more than 7 students is not allowed unless you have an email authorization from Mike Gibbons • Alcohol is not permitted for undergraduates – it’s okay for MBA or PhD students, though • Guest speakers/consultants/former students/a cousin who’s visiting/random friends are not eligible for either meal program

5. Faculty-student Faq • If fewer than 3 students attend because someone dropped out at the last minute, please include a memo or note to that effect. • Reimbursable amounts may go over $25 lunch/$50dinner if the overage is paid from DARTS funding. • If per-person cost goes over University limits ($35 lunch/$80 dinner), a C-5 is required, per University policy; overage can be paid on DARTS. • You can include more than one meal on a single C-1, so long as the attendance lists and amounts are clearly broken out on the C1-A.

6. Faculty-Student FAQ 2 • Students from outside Wharton (SAS, Engineering, etc.) are allowed so long as they are currently enrolled in a Wharton class. • Visiting professors can host if they are currently teaching. • Breakfast is allowed. The program limit is the same as lunch, $25 per person ($35 is the University limit). • Brunch counts as breakfast/lunch, not dinner (yes, this has come up in the past).

7. Processing tips • Normal University travel reimbursement policies still apply. • The business purpose should read “Faculty-Student Meal” or “Mentoring Meal.” • Always provide the faculty CREF, and DARTS string if needed. • For the C1-A, please do not clump several names on one line. Attaching a handwritten list does not replace the C1-A. • Itemized receipts are required. Summarized credit card slips require an explanatory C-5.

8. Final Steps: both programs • Except for CREF and PROG, leave the account string blank. Do fill in the DARTS account string if it’s needed. • After completing the C1 in the online T&E system, submit the following printed documents to F&A: • C-1 • C1-A • Digital signature document • Original receipt/s • C-5 if required. • Without original receipts, we cannot submit to Travel.

9. The big picture • Faculty-Student Meal reimbursements totaled nearly 800 last FY (that’s individual C-1 forms, not individual meals!). Eleven faculty participated in mentoring meals in FY11; nineteen in FY12. The volume is why we request you print all documents. F&A only prints the cover sheet for signature and TAC. • For reasons of volume, it’s helpful if reimbursements are submitted as they occur, rather than in, for instance, June. Encourage faculty to submit receipts promptly, if at all possible. A C-5 is required for receipts greater than 180 days old.

10. Thank you! Thank you all for your help (and patience) with processing these very successful Wharton meal-reimbursement programs!