RSCC Policies & Guidelines
Roane State Community College
Policy Number: BA-07-01
Subject: Hosting Guests of the Institution
- Purpose
The RSCC President is authorized to host guests of the institution and other official business functions, and to delegate authority to selected staff for this purpose. Reimbursement for actual expenses for meals and related costs shall be allowed for acting as host to guests of the institution, or for other official business functions subject to the provisions of this policy.
- Approval
- All vice presidents are hereby delegated the authority to host guests of the institution without advance approval of the president.
- All other staff must submit the Guest Meal Authorizaton form for approval from their vice president or executive level supervisor, for acting as host of guests of the college. The Guest Meal Authorization form can be found on the Business and Finance forms webpage.
- Reimbursement
- Reimbursement will be made upon submission of a requisition. The requisition must include the Guest Meal Authorization form, approval by the president or the president’s designee, and an itemized receipt supporting the requisition amount. All purchases/reimbursements of meals/food, regardless of amount, should include a list of attendees, the purpose of the expenditure, topic of discussion, time, date, and place.
- When acting as host of guests of Roane State Community College, each individual should ensure that expenses incurred are reasonable. Reimbursements shall be limited to actual expenses (including tips at the usual and customary rate). An employee may be considered a guest when external guests are being hosted if the employee's presence is appropriate or required. Discretion should be used in this regard.
- Non-reimbursable costs
Pursuant to federal guidelines, entertainment expenses are not allowable as direct or indirect charges to federal grants or contracts and will therefore not be authorized. Any other disallowed cost, per the college’s purchasing policy, is not allowed.
- Other Official Business
Reimbursement for actual expenses for meals related to other official business functions may be provided, when acting as the official representative of the college at a meeting of an organization in which the college (or the Foundation on behalf of the college) holds a membership, or at other similar types of meetings. Reimbursements of this nature may be included on a travel claim form, if an explanation is provided.
Exceptions to this policy may be granted by the president.
Revision History: 02/06/1995, 02/02/2004, 07/25/2007; 06/16/2017
TBR Policy Reference: 4.03.03.00
Revision Date Effective: 06/03/2024
Revision Approval By: Christopher L. Whaley, President
Original Date Effective: 06/08/1994
Original Approval By: Sherry L. Hoppe, President
Office Responsible: Vice President for Business & Finance
Reviewed: 02/14/2024
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