Accounting Services

To request reimbursement or payment for FYS Social or Candidate Recruitment, the Hospitality Payment Form should be completed and sent to the appropriate department/person for processing. FYS Social forms and receipts should be emailed to Accounting Services (seacctsv@iu.edu). Candidate recruitment forms receipts should be emailed to the designated budget analyst or account delegate.

NOTE: Receipts for reimbursement must be submitted in a timely manner to comply with the IRS Accountable Plan (FIN-ACC-620). Receipts older than 60 days will be subject to payroll tax and must be processed through payroll.

The Southeast campus does not require approval for events with hospitality expenses less than $10,000.

To ensure a clean audit trail, it is required that financial documents (REQS, PCCR, IB, DV, etc.) related to hospitality expenses under $10,000 include the Hospitality Data Form as an attachment.

The collection of the Hospitality Data Form to document the business purpose of the hospitality expense is the responsibility of the Account Manager. The Account Manager is also responsible for ensuring hospitality expenses comply with the IU Hospitality Expenditures policy (FIN-ACC-50) and are billed to the appropriate object code.

For events utilizing Conference & Dining Services, email Rhonda Embry (rhembry@iu.edu) the Hospitality Data Form to include as an attachment for the billing document. Rhonda will not initiate an internal billing until the completed data form is received. Incomplete forms will not be accepted.

The Budget Committee must approve events with hospitality expenses totaling $10,000 or more during budget construction. Requests should be submitted through the Hospitality Request Form included with the annual budget packet. If your event is approved, you will receive a memo from Administrative Affairs detailing the amount of expense approved.

If a hospitality event $10,000 or more comes up mid-year that was not approved during budget construction, you will need to complete the Hospitality Request Form. The form should be sent to Accounting Services at least one month prior to hosting the event for review and approval. If the mid-year event is approved, you will receive notification through email.

To ensure a clean audit trail, it is required that financial documents (REQS, PCDO, IB, DV, etc.) related to hospitality expenses $10,000 or more include the Hospitality Data Form as an attachment.

The collection of the Hospitality Data Form to document the business purpose of the hospitality expense is the responsibility of the Account Manager. The Account Manager is also responsible for ensuring hospitality expenses comply with the IU Hospitality Expenditures policy (FIN-ACC-50) and are billed to the appropriate object code.

For events utilizing Conference & Dining Services, email Rhonda Embry (rhembry@iu.edu) the Hospitality Data Form to include as an attachment for the billing document. Rhonda will not initiate an internal billing until the completed data form is received. Incomplete forms will not be accepted.