Spending Limit Guidelines
Travel & Entertainment Limits
Receipts are required for expenses incurred and is aligned with the U.S. General Services Administration (GSA) guidelines (external link), as follows:
Expense amount required from receipts
| Documentation Requirement |
Amount |
| Original Itemized Receipt |
$75 |
The maximum amount per person that can be reimbursed for allowable travel and entertainment expenses are as follows, budget permitting:
Guidelines for meals using sponsored dollars or per diem reimbursement method
| Meals in-town or while traveling using sponsored dollars or the expense reimbursement per diem method |
Amount |
| Breakfast, lunch, dinner in town or while traveling domestically |
Limits align with U.S. GSA guidelines |
| Breakfast, lunch, dinner while traveling internationally |
Limits align with the Department of State |
Maximum per person spending limits for meals while traveling
| Meals while traveling |
Maximum per person |
|
Effective 3/1/2024 |
| Breakfast |
$25 |
| Lunch |
$50 |
| Dinner |
$100 |
Maximum per person spending limits for meals in town
| In-town meals and events, as permitted by Travel & Entertainment Policy |
Maximum per person |
|
Effective 3/1/2024 |
| Breakfast |
$ 25 |
| Lunch |
$ 50 |
| Dinner |
$ 100 |
| Special circumstances - recruiting or fundraising for Vice Presidents, Deans, and department chairs |
$ 150 |
| Annual party of general appreciation event |
$ 50 |
| Holiday staff appreciation event located outside of Chicago |
$ 75 |
| Holiday staff appreciation event located in Chicago |
$ 100 |
| Entertainment essential for fulfillment of leadership duties, retirement events, reception |
$ 50 |
| School wide or departmental meetings (lunch or light refreshments) |
$ 30 |
| Commencement related receptions, graduate school recruitment events |
$ 50-75 |
| Employee retreat |
*See Below |
*Limit for employee retreats that include more than one meal should not exceed sum total of individual limits. For example, an all-day event could be $125 per person ($25 breakfast, $50 lunch, $50 reception).
- Reimbursement will only be made up to the above limits, unless an exception form is reviewed and signed by the Dean, Vice President, or designee.
- These amounts include the cost of food and beverages, labor, taxes, gratuities, staff benefit and other surcharges, credit card fees, and facilities charge/rental.
- Please note that staff should plan meals in the most cost-effective way possible. The above limits do not mean the maximum limit should be spent.