Enter Group Meals

Submit reimbursement for group meals with less than or more than 10 attendees.

How to Enter Group Meals

Create a New Expense Report

For detailed instructions, refer to the tip sheets Create a New Expense Report and Complete the Expense Report Header.

Enter Group Meal - Less Than 10 Attendees

To submit reimbursement for a group meal with less than 10 attendees:

  • Click Add Expense, Create New Expense.
  • Go down to 04. Entertainment.
  • Click on Group Meals/Entertainment <10 Attendees.

Complete the required fields with a red asterisk (Figure 1):

  • For Transaction Date, enter the date you purchased the meal.
  • For Report/Trip Purpose, select from the dropdown menu. (default from Report Header).
  • For Enter Vendor Name, enter the restaurant name.
  • For City of Purchase, enter the restaurant location and select from the dropdown menu.
  • For Amount, enter the amount you are submitting for reimbursement. 

Adding Attendees (Less than 10)

  • Click on Attendees at the top of the report. (Figure 2)
    • Under Attendee Name, you will see your name listed and everyone who you have added before.
      • Click Add to add more names. (Figure 3)
  • Click Attendees (Figure 4)
  • Use the Attendee Type and Attendee Name box to search a person’s name to quickly add to the list.
  • If the attendee is not on the list, click Create New Attendee at the bottom right-hand of the pop-up and then fill in the missing information.
    • Attendee Type: select from the dropdown menu.
    • Last Name: enter the attendee’s last name.
    • First Name: enter the attendee’s first name.
    • Attendee Title: enter the attendee’s title.
    • Click Create Attendee when complete.
    • Repeat as needed.
  • Click Attendee Group to go to your list of favorite names you have added to reports prior.
  • In the Attendees section, you will see the total meal Amount divided among all attendees. (Figure 5)
  • Click Save to submit the number of people for the group meal.
  • Click Add Receipt button to attach your meal receipt and supporting documentation or drag and drop it into the box.
  • When finished, click Save Expense.

How to Enter a Group Meal With More Than 10 Attendees

To submit reimbursement for a group meal with more than 10 attendees:

  • Click Add Expense, Create New Expense
  • Go down to 04. Entertainment
  • Click on Group Meals/Entertainment 10+ Attendees

Complete the required fields with a red asterisk (Figure 6).

  • For Transaction Date, enter the date you purchased the meal.
  • For Report/Trip Purpose, select from the dropdown menu. (default from Report Header)
  • For Enter Vendor Name, enter the restaurant name.
  • For City of Purchase, enter the restaurant location and select from the dropdown menu.
  • For Amount, enter the amount you are submitting for reimbursement. 

Adding Attendees (More than 10)

  • Click on Attendees at the top of the report (Figure 7)
  • Click Add to add more names. (Figure 8)
  • Click Attendees (Figure 9).
  • Click Create New Attendee (Figure 9).
    • Under Group/ Event Name add a group name of the event or dinner (Figure 10).
    • Click Create Attendee.
  • Click the X once done
  • Under Attendee Count, enter the total number of meal attendees (Figure 11) 
  • Click Save when complete
  • Click Add Receipt to attach your meal receipt and supporting documentation or drag and drop it into the box.
    • Please be aware that with group meals of more than 10 people, you will need to include a full list of names of those who attended.
  • When finished, click Save Expense.