No, this is not an allowable cost unless there is specific written sponsor approval for this cost. 

Yes, provided that prior sponsor approval has been obtained in writing.

If it is for research or study space, it probably would not be allowable because that space is included in our F&A rates. If it is meeting space “owned” by an auxiliary enterprise such as student housing, the HUB, or athletics, the room rental fee might be allowable. We would need to determine if the space is included in the F&A rates or not.

This is a question of allocability. Does the contract provide a direct benefit to the sponsored award over the entire life of the contract? For contracts that extend beyond the end date of an award, the cost should be allocated on a reasonable basis. Typically that basis is the number of months the award is active during the life of the contract. Once the award ends, the contract is no longer providing a benefit to the award, so that portion of the contract cost is not allocable to the award.

This would not be an allowable use of university funds, including grants, contracts, or gifts. At the discretion of the Dean/Director, discretionary funds may be used for these costs.

The food and beverage cost, including any applicable taxes, tips, and service charges, may not exceed the per diem allocation for the meal. Some non-federal sponsors may allow meal costs to exceed the standard per diem rate. Written sponsor approval is required in these instances. 

In planning a meeting/conference, ensure that the vendor will itemize food purchases separately from other costs. If the vendor embeds food and beverage costs into the total cost of the meeting space, the department should work with the vendor to have the food and beverage costs identified separately. Refer to PAFC's web page Food Purchases on Sponsored Awards for more information.