Spending Limit Guidelines and Reimbursement
Travel and Entertainment Limits
- Reimbursement will only be made up to the below 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.
Expense Amount Required from Receipts
It is considered a best practice to attach an itemized receipt for all actual expenses incurred, regardless of dollar amount. However, original itemized receipts are required for authorized expenses incurred costing over $75 to align with the US General Service Administration (GSA) guidelines.
Travel Expense Reimbursement
Review information about getting reimbursed for approved travel-related expenses.
Maximum Per Person Reimbursable Amount for Allowable Expenses (Budget Permitting)
| Meals in-town or while traveling (actual expense or per diem reimbursement method) | Maximum Amount |
|---|---|
| Actual cost: Breakfast, lunch, dinner |
Northwestern Spending Limit Guidelines (anchor link?) |
| Per diem method, domestic: Breakfast, lunch, dinner |
US GSA Guidelines |
| Per diem method, international: Breakfast, lunch, dinner |
US Department of State |
Maximum Per Person Spending Limits for Meals and Events
| Meals and events, as permitted by Travel and 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 |