Hospitality Expense | United Nations Development Programme

1	Step Budgeting for Hospitality Expenses	Responsible Party	Template/Guideline	Explanatory Notes The reimbursement method is the same for special events and vouchered hospitality, with the maximum reimbursable amount, per person, also being the same. Each organizational unit (bureau/division/office/country office/regional center) may budget for its hospitality expenses within the unit's overall management budget authorized spending limit. When necessary, the unit may budget separately for (additional) hospitality expenses within its extra-budgetary (XB) resources. When preparing the budgets, the organizational units should keep in mind the overall objectives of official UNDP hospitality. The hospitality budget is prepared in two segments: Hospitality – Special Events (including Fund codes, etc.); Hospitality – Vouchered Expenses (including Fund codes etc.). In country offices, the UNDP hospitality budget covers hospitality events undertaken/hosted by UNDP and hospitality events undertaken/hosted by the UN Resident Coordinator (RC). For the sake of transparency and in support of the separate [SB2] RC accountability framework, it is recommended that country offices budget separately for UNDP hospitality events and RC hospitality events in keeping with established rules for use of the RC funds. All hospitality expenses on behalf of an organizational unit must be charged to the approved hospitality budget, with the single exception detailed in the programme funds clause
2	Step Authorization	Responsible Party	Template/Guideline	Explanatory Notes Because of the special character of hospitality expenses, official UNDP hospitality events can only be authorized by the Head of the organizational unit (bureau/division/office/country office/regional centre). Each head of unit is responsible and accountable for ensuring that a hospitality expense is in accordance with the present hospitality guidelines. S/he must ensure that only appropriate hospitality expenses, reasonable and necessary, are charged to the Hospitality Budget
3	Step Ensure that a hospitality expense is in accordance with the present hospitality guidelines. Hospitality Budget	Responsible Party Head of Organizational Unit	Template/Guideline	Explanatory Notes
4	Step Ensure that only appropriate hospitality expenses, reasonable and necessary, are charged to the Hospitality Budget	Responsible Party Head of Organizational Unit	Template/Guideline	Explanatory Notes
5	Step Include, in a request for approval for an official UNDP hospitality event: Indicate the nature and specific purpose of the event and identify the persons invited, indicative listing UNDP personnel and Guests separately; Estimate the total amount to be reimbursed; Include a status of the balance amount available under the relevant budget; Be presented well in advance. (It should be noted that the approval of the hospitality event must be submitted with the actual claim for reimbursement)	Responsible Party	Template/Guideline	Explanatory Notes A request for approval of an official UNDP hospitality event must be made in advance and must:
6	Step Submission of claims Support claim with: The name and title of the Host; A description of the nature and specific purpose of the event; A statement of expenses and related invoices or paid invoices; List of guests actually attended the event – name, title and organization; List of UN staff members attended the event – name, title and organization; The pre-approval of the hospitality event by the head of bureau/division/office/country office/regional center. (It should be noted that the approval of the hospitality event must be Claims should be submitted within two weeks after the expense has been incurred or, for hosts on travel status, within two weeks of their return to their duty station. In either case, the claims must be submitted in the calendar year in which the hospitality event took place. Unless archived in accordance with the record retention policy , all original documentation related to payments towards hospitality expenses must be available in the custody of the Operations Manager and must be presented when required during audits. attached to the actual claim for reimbursement.)	Responsible Party	Template/Guideline F10 (Voucher for Reimbursement of Expenses)	Explanatory Notes When a UNDP staff member has hosted an official UNDP hospitality event and has incurred reimbursable costs in that connection, s/he must submit a claim for reimbursement using form F10 (Voucher for Reimbursement of Expenses). The claim must be supported by: Claims should be submitted within two weeks after the expense has been incurred or, for hosts on travel status, within two weeks of their return to their duty station. In either case, the claims must be submitted in the calendar year in which the hospitality event took place. Unless archived in accordance with the record retention policy, all original documentation related to payments towards hospitality expenses must be available in the custody of the Operations Manager and must be presented when required during audits.