GROUP MEAL / GROUP MEETING SUPPORT FORM INSTRUCTIONS
Systems and Procedures
A Division of The Office of Budget and Finance
IN
Last Revision: 06/17/2022

GROUP MEAL OR GROUP MEETING SUPPORT

Form Instructions

  1. Select the appropriate "paid by" method. Options include Purchase Order, Internal Service Request, or Direct Bill, Journal Entry, or Purchasing Card
  2. Enter the transaction number
  3. Enter the Cost Collector information, including:
  4. Select the event date from the calendar
  5. Enter the name of the employee hosting the group meal or meeting
  6. Enter the name of the restaurant or vendor where the group meal or meeting occurred
  7. Enter the complete physical address of the restaurant or vendor where the group meal or meeting occurred
  8. Enter the business purpose of the group meal or meeting
  9. Enter the name of the group, committee, or commission
  10. Enter the number of attendees
  11. Enter the names and titles of guests in attendance or attach separate list
  12. Enter the names of Penn State employees in attendance or attach separate list
  13. Enter the names of Penn State students in attendance or attach separate list
  14. Enter the total amount on receipt
  15. Enter any gratuity (if not on receipt)
  16. This is a calculated field. No entry necessary
  17. Enter the amount not be reimbursed or paid. Amount must begin with a minus sign
  18. This is a calculated field. No entry necessary
  19. Are alcoholic beverage included in the total for settlement in line 5 above? Select Yes or No from drop-down list
  20. If Yes selected above, enter the total cost of alcohol with prorated gratuity include in line 5 above?
  21. The Event Host, in accordance with Policy FN18 University Authorization Approval must provide either a hand-written signature or provide their digital ID
  22. If the Event Host provided a hand-written signature, enter the date the form was signed. If a digital ID provided, skip this field
  23. The Budget Administrator (or delegate), in accordance with Policy FN18 University Approval Authorization) must provide a hand-written signature or provide their digital ID
  24. If the Budget Administrator (or delegate) provided a hand-written signature, enter the date the form was signed. If a digital ID provided, skip this field
  25. The Budget Executive (or delegate in accordance with Policy FN10 Other Business Expenses and Activities must provide either a hand-written signature or provide their digital ID if graduate students will be present and alcohol provided
  26. If the Budget Executive (or delegate) provides a hand-written signature, enter the date the form was signed. If a digital ID provided, skip this field
  27. The Vice President for Student Affairs (or delegate in accordance with Policy FN10 Other Business Expenses and Activities must provide either a hand-written signature or provide their digital ID if undergraduate students will be present and alcohol provided
  28. If the Vice President for Student Affairs (or delegate) provides a hand-written signature, enter the date the form was signed. If a digital ID provided, skip this field
  29. The Financial Officer (or delegate in accordance with Policy FN18 University Approval Authorization) must provide either a hand-written signature or provide their digital ID
  30. If the Financial Officer (or delegate) provided a hand-written signature, enter the date the form was signed. If a digital ID provided, skip this field

See the Group Meal and Meeting Expenses Support Form for directions on obtaining the required signature and submitting the form.


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