Business Meeting Expenses

Programs sponsored by the Foundation may require providing meals or coffee breaks to the participants of a meeting or conference. In order for these expenses to be paid from sponsored funds the following guidelines are applicable:

• Expenses must be allowable, implicit and/or required in the sponsored program description, for example, advisory or executive committees on program project or multi-center grants. 
• Some of the participants must be from outside the Research Foundation and/or the NYS Department of Mental Hygiene.
• The expense must have prior approval of the Managing Director of the Research Foundation. A Business Meeting Expense Justification form must be submitted. The form should be submitted sufficiently prior to the expenditure of funds to obtain a decision before the event.
• The detailed original invoice or bill must be submitted for payment or reimbursement. The original invoice or bill must be accompanied by the following documentation: the person or firm to whom reimbursement should be made, approved Business Meeting Expense Justification form, agenda from the meeting (if available), and the names of the persons present.
• Reimbursement is limited to $8 per person for breakfast, $15 per person for lunch and $24 per person for dinner. There will be no reimbursement for alcoholic beverage.

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