Hospitality and Entertainment Policy

RIAM Hospitality and Entertainment Policy

Issued: September 2016

Purpose of the Policy
The purpose of this policy is to provide guidelines for the reasonable expenditure of RIAM funds for various categories of events. This policy is not designed to address every situation that may arise. The Director and Secretary are responsible for authorising any exceptions to these guidelines.

Scope of Policy
The Entertainment and Hospitality policy covers the arrangement of activities, events or meals whose purpose is to promote and further the mission of the RIAM, as well as the provision of services or acts in acknowledgment of the contributions to said mission by donors, staff, students and visitors.

It applies to all teaching, research and administrative activities of the RIAM regardless of the source of the funding.

Policy Implementation
It is RIAM policy that all expenditure on entertainment/hospitality must be for Academy
purposes, reasonable and prudent, properly documented and available for review by both
internal and external audit including the Comptroller & Auditor General.

Expenditure for hospitality is only permitted in the following circumstances:

1   RIAM Events
Expenditures for food and beverages associated with major functions that are normally
expected to occur during the year as part of the Academy’s regular activities are
permissible. The extent of the entertainment will vary with the nature of each event, but should reflect an appropriate balance of offering and prudence in the level of expenditure.

2   Official Guests of the Academy
RIAM recognises that the provision of hospitality for guests is essential. Examples of official guests would include the following: visiting lecturers; visitors from foreign countries; representatives of research organizations; visitors from other conservatoires; individuals interested in Academy programs (potential donors); guests invited to assist in the development of new programs (both paid and non-paid consultants); and, business and community leaders.

The Academy must be cognisant of the customs and practices of overseas guests when organising any entertainment/hospitality.

3   Conferences, Workshops, Meetings, Seminars etc.
All conferences and workshops conducted by the Academy which are supported by
income from registration fees must comply with this and all other Academy policies.

4   Business Meals
Refreshments are permitted for meetings with a scheduled duration of three hours or more.

Working Lunches/Breakfasts: Expenditure for working lunches and breakfasts is permitted when:

i.   the only available time for the meeting occurs during the normal lunch or breakfast
period, and
ii. the circumstances do not reasonably allow staff to make their normal arrangements for lunch or breakfast, and
iii. there are demonstrable cost advantages in holding meetings during the normal lunch or breakfast period, or
iv. meetings include external attendees.

Lunches/Dinners at External Venues: Expenditure for lunch or dinner is permitted for external examiners, external performers, visiting lecturers, participants and presenters for meetings, training sessions, seminars and for official visitors and guests.

5   Staff attending official functions
Expenditure is permitted when the number of staff attending an official function is limited to those with a direct involvement in the business being conducted; that is, only those who will be able to advance the Academy’s business, and the number of staff attending comprises a minor or balanced proportion to external representatives. It should be exceptional that the number of Academy attendees exceeds the number of external attendees.

Location
Hospitality/entertainment can take place in the Academy or outside, provided the most
economically advantageous location is chosen for the event in question. Although the cost of entertainment, hospitality and catering varies depending upon the venue and nature of the function, staff are required to minimise expenditure.
Payment Methods
All entertainment expenses, regardless of the euro amount must be processed through the
RIAM system for payment of invoices and reimbursement of expenses. They should not be paid from Petty Cash.

The Academy will meet the cost of tipping to a maximum of 10% except where a higher amount is required by local country customs.

Reimbursement of a group bill where RIAM is the host is permissible provided it is deemed to be wholly and necessarily incurred on Academy business and is authorised in line with RIAM signing authority. Expenses incurred on a group bill where RIAM is not host will not be reimbursed.

 

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