Incidental Meals/Refreshments FAQ’s
Contact: General Accounting, (205) 934-9330
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The incidental meal guidance does not apply to student-directed events. What are examples of student-directed activities/events?
- Student organization or club meetings do not fall under this policy.
- Training meetings where the primary audience members are students do not fall under this policy.
- For clarification purposes, Post Docs, Trainees, and Residents are considered students.
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My department has several student workers who attend our monthly meeting. Would this be considered a student-directed activity?
No. This is a department meeting that includes students. An exception form will have to be routed and approved to reimburse any related meal expense.
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Is an exception form required for meals served on campus as part of a candidate interview process?
An exception form is not required in this instance. You will still need to submit an itemized receipt, UAB business purpose, and agenda/list of attendees.
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I am hosting an on-campus event that is attended by non UAB employees, as well as UAB employees, is a form required?
No, a form is not required since the intended audience includes non-UAB employees. Please note, other event related approvals may be required.
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My department is hosting a department only meeting with a speaker (UAB employee or non-UAB employee speaker). Is an exception form required?
Yes, a form is required. Department meetings will typically require a completed form noting the justification for scheduling during a mealtime.
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Can I submit one exception form for a recurring meeting (weekly, monthly, quarterly)?
This is acceptable. Forms can cover meetings within a calendar year. On the form, please note the meeting frequency and the business purpose and rationale for the meeting time.