VCOM Institutional Policy and Procedure Manual

VCOM Policy and Procedure

Policy #U022

9.3 Tips and Incidental Charges VCOM’s recommended gratuity is 15%. In situations where exceptional service is provided, a maximum gratuity of 20% is acceptable and should be rare. Gratuities above this limit will not be reimbursed. The gratuity limit includes restaurant applied service fees. Large meal deliveries over $250 should not be tipped more than 10%. Regardless of destination or meals provided, the per diem rate includes a residual $5 to cover incidental expenses, including : • Tips to lodging staff such as porters, housekeeping, and baggage carriers. • Snacks between meals. Employees should not request additional reimbursement for any of the above items. 9.4 Alcohol VCOM will cover reasonable costs of alcoholic beverages consumed during a business meal or other approved event off campus that follows acceptable uses listed below with approval by either the President or the Provost. Vice Presidents or Vice Provosts are also administrators for VCOM and may have approval for alcohol when hosting a business dinner. This may be done after the business dinner by submitting receipts to the President’s or Provost’s office for approval. To be eligible for alcoholic beverages to be reimbursed, the following conditions must apply: • The business meal/event must be held off campus, as alcohol is prohibited on VCOM campuses. • The business meal/event must be for a legitimate business purpose. For example: o A business dinner for recruitment purposes where the Dean or his designee is hosting a potential faculty member and/or their spouse. o A business dinner with potential donors or partnering organizations for development purposes.  a faculty member recognition for an outstanding event or achievement, or  hosting faculty from other VCOM campuses who are present in the community for training or campus development. • Alcoholic beverages are limited to a dinner wine of reasonable cost, up to two glasses per guest or one cocktail per guest. • Alcoholic beverages must not be purchased for a student or prospective student. • Alcohol beverages must not be purchased or consumed by an employee in the direct company of students or prospective students. • Alcoholic beverages consumed must not exceed two drinks per person and be consumed during the course of a complete meal. If two glasses of dinner wine are consumed, a designated driver must exist. No employee or guest should be driving if more than one alcoholic beverage is consumed. • Alcoholic beverages are not to be purchased for “Bring Your Own Bottle” events. • Alcohol must be served by a licensed establishment or an otherwise certified person to serve alcohol in other jurisdictions. o A group business dinner hosted for multiple attendees (may include faculty) by the Campus Dean, Provost, or President where the dinner is held for VCOM business purposes. Commonly approved reimbursements include:  the celebration of a VCOM achievement or event,

VCOM Business Travel and Continuing Medical Education/Continuing Education Travel Policy

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