Enter Group Meals

You can submit reimbursement for group meals with less than or more than 10 attendees.

How to Enter Group Meals

First, you must create a new expense report. For detailed instructions, refer to the tip sheets Create a New Expense Report and Complete the Expense Report Header.

How to Enter a Group Meal With 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

  • Click on Attendees at top of 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.
  • Attendee not in the list click Create New Attendee.
    • 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 Upload Receipt Image to attach your meal receipt and supporting documentation.
  • 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)

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. 
  • Click on Attendees at top of report (Figure 7)
  • Click Add to add more names. (Figure 8)
  • Click Attendees (Figure 9)
  • Search Attendee Name box to search a person’s name to add to the list.
  • Attendee not in the list click Create New Attendee.(Figure 10)
    • Add Group/Event Name.
    • Click Create Attendee when complete.
      • This will then be added to your list of Attendee Names
    • Repeat as needed.
  • Under Attendee Count field, enter the total number of meal attendees. In the event that there are too many names to enter, you can enter the total number of meal attendees, and then attach a document listing the names of the attendees. (Figure 11)
  • Click Save when complete
  • Click Upload Receipt Image to attach your meal receipt and supporting documentation.
  • When finished, click Save Expense.