Hospitality guidelines published

The university has published guidelines for eligible hospitality expenses, effective September 1, according to a memo issued by Vice-President, Administration and Finance Dennis Huber.

Hospitality, as defined by the guidelines, refers to the "provision of food, beverage, accommodation, transportation and other amenities paid from university funds to people who are not engaged in work for the university."

The guidlines outline a number of principles governing the reimbursement of hospitality expenses incurred for university business.

"Reasonable hospitality expenses are permitted and will be paid or reimbursed when authorized," the guidelines state.

"Any individual incurring hospitality expenses on behalf of the university must be able to demonstrate the prudent and responsible use of public funds," the guidelines say in reference to the university as a public institution.

Expenses must be incurred for university business in order to be considered eligible.

Documentation, including the original itemized invoice or receipt, the reason for the hospitality activity, and the name and affiliation of the attendees to the university is required when incurring hospitality expenses. "Purchases by an individual directly from suppliers of alcoholic beverages, such as The Beer Store or Liquor Control Board of Ontario (LCBO) are ineligible."

Approval for the reimbursement claims must be obtained from the next reporting level, "and that authority may not be delegated downward." Approved claims should be submitted to Finance within one month of the hospitality event or function or before the university's fiscal year end (April 30), whichever is sooner.

The guidelines, which have received the endorsement of the university's Executive Council, are being published in accordance with the Province of Ontario's Bill 122, the Broader Public Sector Accountability Act.

Questions may be directed to Manager Accounts Payable Roberta Wilson at extension 36591.

 

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Today's the day to get "Fees Arranged"

Undergraduate students of all stripes will need to become "Fees Arranged" in order to gain access to course material on LEARN on the first day of lectures, which is Monday, September 9. Fees Arranged status is also a prerequisite for receiving scholarships, bursaries, and other awards, and to having OSAP money released.

As always, there are two ways to become fees arranged - a promissory note or full payment by certified cheque, money order or bank draft, international or Western Union wire transfer.

The Finance - Student Accounts website has more information.

 

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Crane going up at Science Teaching Complex

Bondfield Construction will be reaching for the sky after digging deep at the Science Teaching Complex construction site next to Biology 1 on Tuesday, August 27. A tower crane is to be built.

According to a note from Don Haffner, access to Needles Hall will be affected, as in there will be no access from the ring road through the gate kiosk, and Needles Hall's underground parking will not be available as the crane is installed. The road will be closed for a full day.

The alternate entrance for pass holders and deliveries is from the Environment 3 roadway.

The "rain day" for the tower crane installation is Wednesday, August 28.

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University hosts Hydrocarbon Summit

The University of Waterloo is hosting the 9th Annual Hydrocarbon Summit on Wednesday, September 28 and Thursday, September 29.

"Transport, Fate and Remediation of Hydrocarbons in the Subsurface" is the title of this year's event, which will feature sessions on Hydrocarbon Issues and Shale Gas, Remediation Performance Tools and Trials and Remediation Technologies.

"The aim of this event is to present recent research findings and topical case histories, and to discuss implications, policy, and future research needs, all related to hydrocarbons in the subsurface," reads the conference's website.

Presentations will be made by researchers, graduate students, industry and government representatives, and consultants.

University of Waterloo speakers include Neil Thompson, Maurice Dusseault, Massimo Marchiesi, Geoff Kovacik, Yunxiao Wei, Orfan Shouakar-Stash, Gol Bolourani, Mahsa Shayan, Felipe Solano, and Vahid Sohrabi.

The conference takes place in the Centre for Environmental and Information Technology (CEIT).

 

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