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1. Purpose and Objectives

The purpose of this policy is to establish key principles relating to expenditure on hospitality at The University of Queensland. It is intended to be read in conjunction with a number of procedures, including PPL 9.45.06b Hospitality – Procedures and PPL 9.45.06c Hospitality - Guidelines.

2. Definitions, Terms, Acronyms

Hospitality generally includes:

  • the provision of meals and beverages (regardless of whether it is considered to be entertainment);
  • the provision of tickets to sporting events, cultural events and other functions;
  • the provision of travel and overnight accommodation; and
  • any costs incidental to the provision of the above such as venue hire and transport costs (such as taxi charges and bus hire).

3. Policy Scope/Coverage

This policy applies to all staff, students and contractors of the University where the University provides hospitality.

4. Policy Statement

The University of Queensland (“the University”) is a statutory body that was established by the State Government (“the Government”).  It operates under its own enabling legislation, the University of Queensland Act 1998, which sets out its purpose and specific powers.

While it is recognised that statutory bodies may be established to allow a certain level of independence from Government, the Government is still responsible to ensure that taxpayer funds expended in the operations of statutory bodies are spent in the most efficient, effective and economic manner.

The Financial Accountability Act 2009 and the Financial and Performance Management Standard 2009 establish the high-level financial management and accountability obligations for all statutory bodies.

The University’s policy on hospitality is based on the best practice principles established by the Government that apply to all statutory bodies.

All expenditure on corporate hospitality must be:

  • essential to furthering the official business of the University, or of clear benefit in terms of staff morale; and
  • reasonable by community standards and able to withstand public scrutiny; and
  • authorised and approved by an appropriate officer; and
  • supported by adequate documentation verifying all of the above.

PPL 9.45.06b Hospitality – Procedures provide detail on what is considered reasonable and what approvals need to be sought.

Chief Financial Officer Mr Andrew Betts