I.                 PURPOSE:       To define the policy, guidelines and procedures for PAIRE support for meals and refreshments at meetings.

II.                RATIONALE:       Meetings, conferences, workshops, seminars, grand rounds, town halls, symposia, and other similar meetings are accepted features of conducting research and education. Additionally, certain events, such as retreats may be necessary for the conduct of business. Incidental to the business purpose of such meetings, it may be appropriate to serve meals or refreshments.

Various regulations, the federal ethics standards and the statute that authorizes PAIRE influence whether expenditures related to such events are appropriate for PAIRE support. Consequently, in order to be considered for PAIRE support by direct payment or reimbursement, PAIRE has established the following policy.

III.               POLICY:       In order to be eligible for PAIRE support, a meeting must have a documented research, education or PAIRE business purpose. PAIRE will not support “entertainment” expenses such as social activities, parties, ceremonial occasions or those that provide amusement.

IV.               GUIDELINES:       Following are guidelines and requirements for PAIRE support of meals and refreshments at meetings.

A.       For a research related meeting:

1.      A request for PAIRE support must include an explicit statement about the research rationale for the event, that is, its research related purpose and how it will further VA research.

2.      Accompanying documentation should include the program, agenda or topic of discussion, meeting location, presenter(s), roster of attendees and each attendee’s organizational affiliation.

3.      When appropriate, the request should tie the meeting to an approved research project.

B.       For an educational program not related to research:

1.      The education activity itself must first be approved by the VAPAHCS Education Committee.

2.      Documentation should include an explicit statement of the purpose and how the program will further the VAPAHCS’s and/or VA’s education and training mission, the agenda, program or topic of discussion, meeting location, presenter(s), roster of attendees and each attendee’s organizational affiliation.

C.       For other appropriate PAIRE business events, which include but are not limited to, retreats and recruitment dinners for prospective Stanford/VA appointees:

1.      A request must include an explicit statement of how the meeting will further PAIRE’s ability to facilitate research and education.

2.      Documentation should include the purpose, agenda, program or topic of discussion, meeting location, presenter(s), roster of attendees, and each attendee’s organizational affiliation.

D.       Factors that PAIRE will consider when evaluating a request for support include:

1.      Whether at least one speaker makes a research presentation or presents educational instruction.

2.      Whether there is a non-VAPAHCS speaker and/or non-VAPAHCS personnel are among the expected attendees.

3.      The frequency of similar meetings that may involve the same personnel.

4.      Whether support is requested for routine VAPAHCS staff, committee or department meetings. Generally, PAIRE will not support meal expenses for such meetings.

5.      Whether the meeting involves at least one individual who is being recruited to join the VAPAHCS’ faculty.

6.      Whether the meeting lasts more than two hours or extends through a normal mealtime in order to make efficient use of staff time. Generally, PAIRE will not support meetings of shorter than two hours duration.

E.       Requests for PAIRE support will be reviewed and approved by PAIRE’s Chief Operating Officer.

F.       PAIRE will provide reimbursement for reasonable meeting costs based on submission of original receipts. Non-detailed credit card receipts are not sufficient documentation for reimbursement.

G.       PAIRE strongly recommends that meeting organizers obtain pre-approval of PAIRE support for meals and refreshments. Events lacking pre-approval may be denied support or may receive only partial support. Pre-approval may be obtained by submitting an email request to the Chief Operating Officer with the following information:

1.      Meeting rationale

2.      Proposed meeting location

3.      Proposed agenda

4.      Proposed presenter(s)

5.      Proposed attendees and their organizational affiliation

6.      Proposed food arrangements

Last Modified Date:  November 30, 2009