UMBC Policy for Business Development Meetings

Held off Campus

Academic and administrative areas may contract for space and services at off-campus facilities for use during business development meetings. The purpose of such meetings should be for development or improvement of the various activities and functions of the campus.

The designated contracting officers for our campus* are the only people authorized to sign a contract for UMBC. Any contract that has not been signed by a designated contracting officer is invalid. Campus personnel may not sign contracts on behalf of UMBC.

Off-campus facilities and services may be used to support:

• Instruction, research and student activities.
• Employee development conferences.
• Marketing and inter-campus meetings hosted by UMBC.
• Conferences, convocations and other similar special events that may involve both campus and non-campus personnel.

The suggested maximum amount that should be spent for food at an off-campus facility for a business development meeting is the following:

The UMBC per diem for the meal(s) being served times the number of expected attendees (as stated in the contract) or a detailed receipt.

Facilities and food may NOT be contracted for social or morale building activities.

* Designated Contracting Offficers for UMBC are the Director of Procurement, the Associate Vice President for Administrative Services and the Vice President for Administration and Finance.

PROCEDURE:

All proposed contracts need to be submitted to a designated contracting officer for approval. An approved Universal Voucher form should accompany the contract. An agenda for the event, along with a list of attendees and their affiliation to UMBC, should also be included.

Revised April 2007