Reimbursement Guidelines for Advisors Dining with Advisees

The Academic Advising Resource Center is pleased to support informal advisor/advisee interactions around meals and snacks. This includes support for dining with undeclared-student advisees and major advisees (though please, no more than one meal per semester with major advisees). This kind of informal contact can be particularly helpful in developing trust, raising important questions and taking care of advising business. We will cover meal costs for you and your advisees each semester, and even more than once per semester with undeclared students, providing this support is used with reasonable discretion and in furtherance of the advising relationship. Reimbursement details for on-campus and off-campus dining are below. Note that in all cases, when using guest cards or turning in receipts, please list your name and the names of your advisees on the card or receipt.  If you have additional questions that are not addressed here, please contact Sue Pytlik at x6574.

Dining Hall
You are welcome to join your advisees in the Heilman Dining Center for a meal. To do so, simply stop by and pick up a guest card from us in the AARC (Richmond Hall 111) before you head to the dining center, and your lunch will be covered. Note that since most all first- and second-year students are on meal plans, the card is usually only needed to cover your lunch costs. If you are taking upper-level advisees who are not on a meal plan to the dining center, you may include their meal costs on the guest card as well.

Tyler's Grill, The Cellar, 8:15, ETC and Freshens Smoothies
You are also welcome to treat yourself and your students at any of these venues for meals or snacks. You can either stop by the AARC for a guest card in advance, or you can pay for it yourself then send us your receipts afterwards.

Off-Campus Dining
The AARC will reimburse advisors up to $65 for the advisor and up to four advisees for any dining off campus either in your home or at a restaurant. Advisors hosting more than four advisees for a meal can receive additional reimbursement up to $13 per added advisee. (Please contact us in advance if expenses for any meal will exceed $125.)

For Reimbursement of Expenses

Present your name, your university ID number, the names of advisees present, and expense receipts to Mrs. Sue Pytlik in the AARC (Richmond Hall 111), and a check request will be processed promptly, sent to you for your signature, then forwarded by you to accounts payable.
Please include a subtotal for advising meals on all grocery receipts.