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Meal Expenditure Types

The university pays directly or reimburses individuals for meal expenses that are necessary and appropriate to conduct university business. In addition to key considerations and associated processes found in Business and Travel Expense Policies Fundamentals, a meal expense must be appropriately recorded by expenditure type and charged to the correct funding source.

Alcohol cannot be charged to a federal grant or contract account under any circumstances. In addition, funding sources such as individual or corporate donors, government agencies, non-government sponsors and tuition have varying restrictions for their use, so Stanford utilizes unallowable expenditure types to record expenses containing alcohol.

Meals with alcohol do not require food, alcohol, tax and tip breakout or itemization. When a meal includes alcohol, the full cost (food, alcohol, tax and tip) should be charged to an unallowable expenditure type.

If the expense is not a meal, but is solely the purchase of alcohol, for example, as a gift, use 52310: ALCOHOLIC BEVERAGES UNALW.

Meal Description Meal does not contain alcohol (Allowable) Meal contains alcohol
(Unallowable)
Working Meal (Business Meal)
(See Business Meal policy page for guidance and maximums.)
52355 – FOOD (ALLOW) 52356 – FOOD/WORKING MEALS W/ALC UNALW
Employee Morale/Event Meal 52240 – EMPLOYEE MORALE (ALLOW) 
Generally not chargeable to Federal sponsored awards. Appropriate uses include employee service and retirement awards, recognition, flowers, retirement party food and recreational activities.
 
52315 – ENTERTAINMENT UNALW
Appropriate for amusement, diversion, social activities and associated costs, such as tickets to shows or sports events, meals, lodging, rentals transportation or events that include visitors. Used for all student meals, including lab meals and student gatherings.
Travel Meal – SU Domestic
(Refer to Policy: Travel Meals for more guidance and maximums.)
52410 – DOMESTIC TRAVEL ALLOW 52415 - DOMESTIC TRAVEL UNALW
Travel Meal – SU Foreign
(Refer to Policy: Travel Meals for more guidance and maximums.)
52420 – FOREIGN TRAVEL ALLOW 52425 – FOREIGN TRAVEL UNALW
Travel Meal – Visitor Domestic
(Refer to Policy: Travel Meals for more guidance and maximums.)
52445 – NON-SU DOMESTIC TRAVEL ALLOW 52446 – NON-SU DOMESTIC TRAVEL UNALW
Travel Meal – Visitor Foreign
(Refer to Policy: Travel Meals for more guidance and maximums.)
52447 – NON-SU FOREIGN TRAVEL ALLOW 52448 – NON-SU FOREIGN TRAVEL UNALW
Recruitment  52230 – EMPLOYEE RECRUITMENT ALLOW 52235 – RECRUITMENT UNALLOWABLE
Fundraising Fundraising is always coded as unallowable, regardless if there is alcohol or not. 52320 – FUNDRAISING MEAL ENTRTN UNALW
Lobbying Lobbying is always coded as unallowable, regardless if there is alcohol or not. 55190 - LOBBYING UNALW

 

Last Updated: Dec 6, 2021

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