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[null,"UQ Hospitality Approval Form",null,null,null,null,null,null,"Last Updated: \n09.08.2024"]
[null,null,null,null,null,null,null,{"$f":"VLOOKUP($B$5,Lookup!$B$37:$C$41,2,FALSE)","v":" "},null,null,null,"Hospitality includes:"]
[null,null,null,null,null,null,null,null,null,null,null,"the provision of meals and beverages (regardless of whether it is considered to be entertainment);"]
[null,null,null,null,null,null,null,null,null,null,null,"the provision of tickets to sporting events, cultural events and other functions;"]
["Category of Hospitality","Please select from list",null,null,null,null,null,null,null,null,null,"the provision of travel and overnight accommodation; and"]
["Type of Hospitality","Please select from list",null,null,null,null,null,null,null,null,null,"any costs incidental to the provision of the above such as venue hire and transport costs (such as taxi charges and bus hire)."]
["Approval Level",{"$f":"VLOOKUP(B6,Lookup!$I$1:$J$24,2,FALSE)","v":" "},null,null,null,null,null,null,null,null,null,"Expenditure on hospitality:"]
[{"$f":"IF(B7=\"Approval by relevant Authorised officer\",Lookup!A46,IF(B7=\"Approval by relevant Employee hospitality approver\",Lookup!A47,\"\"))","v":""},null,null,null,null,null,null,null,null,null,null,"Must be for official purposes"]
[null,null,null,null,null,null,null,null,null,null,null,"Must not be excessive "]
[null,null,null,null,null,null,null,null,null,null,null,"Should be able to withstand public scrutiny"]
["Contact Name",null,null,null,null,null,null,null,null,null,null,"Must be incurred for a specific outcome that can be demonstrated to be of benefit to the University"]
[]
["Purpose of the Hospitality (including benefit to UQ)\n\nAttach supporting documentation if more room required"]
["Location of the event"]
["Date/s of the event"]
["Provide a breakdown of the hospitality cost or attach a budget document\n i.e. cost of catering, accommodation, transport etc","Total cost of the event",null,null,null,null,"Approximate price per head"]
[null,"Meals and beverages",null,0,null,null,"Meals and beverages",null,{"$f":"D17/D30","v":{"$error":"#DIV/0!"}}]
[null,"Other costs",null,0]
[null,"Other costs",null,0,null,null,"Other costs",null,{"$f":"SUM(D18:D20)/D30","v":{"$error":"#DIV/0!"}}]
[null,"Other costs",null,0]
[null,"Total cost of the event",null,{"$f":"SUM(D17:D20)","v":0},null,null,"Total event price per head",null,{"$f":"SUM(I17:I19)","v":{"$error":"#DIV/0!"}}]
["Fringe Benefits Tax","Is FBT Applicable?",null,null,"Estimated FBT cost",null,null,{"$f":"IF(D22=\"Yes\",$I$21*(C28+C29)*1.1*2.0802*0.47,0)","v":0}]
["What meals are being provided? \ni.e. lunch only, morning tea and lunch etc",null,null,null,null,"Time the hospitality will be provided"]
["Will the event that the hospitality is provided for last longer than 4 hours?\n(excluding any breaks e.g. m-tea, lunch etc)",null,"Is alcohol to be consumed?",null,null,"Application to Consume Intoxicating Liquor on Site form required?"]
["Chart string to be charged"]
["Details of any external revenue contributions (note: this excludes internal transfers from other UQ Business Units)"]
[]
["Approximate number of guests","UQ Staff",null,"UQ Students"]
[null,"UQ Associates",null,"Visitors"]
[null,"Total Guests",null,{"$f":"SUM(C28:C29)+SUM(E28:E29)","v":0}]
[]
["Event Organiser / Finance Personnel certifies that the event and information provided on this form is in compliance with UQ policy and procedures"]
[]
["Signature",null,null,"Date"]
["Name:"]
[]
[{"$f":"IF($B$7=Lookup!$A$29,Lookup!$D$29,IF($B$7=Lookup!$A$30,Lookup!$D$30,IF($B$7=Lookup!$A$31,\"\",IF($B$7=Lookup!$A$32,Lookup!$D$31,\" \"))))","v":" "},null,{"$f":"IF($B$7=Lookup!$A$29,\" \", IF($B$7=Lookup!$A$30,Lookup!$E$29,IF($B$7=Lookup!$A$31,Lookup!$E$30,\" \")))","v":" "},{"$f":"IF(C35=\"Recommended by Executive Dean\",\"Signature and Date\",IF(C35=\"Approval of Executive Dean\",\"Signature and Date\",\" \"))","v":" "},null,null,null,null,{"$f":"IF(B7=Lookup!$A$31,Lookup!$F$29,\" \")","v":" "}]
[]
[{"$f":"IF($B$7=Lookup!$A$29,Lookup!$A$34,IF($B$7=Lookup!$A$30,Lookup!$A$34,IF($B$7=Lookup!$A$31,\"\",IF($B$7=Lookup!$A$32,Lookup!$A$34,\" \"))))","v":" "},null,{"$f":"IF($B$7=Lookup!$A$29,\" \", IF($B$7=Lookup!$A$30,Lookup!$A$34,IF($B$7=Lookup!$A$31,Lookup!$A$34,\" \")))","v":" "},null,null,null,null,null,{"$f":"IF(B7=Lookup!$A$31,Lookup!$A$34,\" \")","v":" "},{"$f":"IF(I37=\"Recommended by Executive Dean\",\"Signature and Date\",IF(I37=\"Approval of Executive Dean\",\"Signature and Date\",\" \"))","v":" "}]
[{"$f":"IF(A37=Lookup!D30,Lookup!A47,IF(Approval!C37=Lookup!E30,Lookup!A46,\"\"))","v":""}]
["All amounts quoted are GST and FBT exclusive"]
[]
["For further guidance, refer to the following links",null,null,"Supporting Documentation required"]
[null,null,null,"-Hospitality calculator\n-Guest/invitation list where possible\n-Catering quotes and procurement decision"]
["PPL Hospitality Procedure"]
["PPL Taxes Procedure"]
["PPL Delegations"]
["PPL Event Approval and Control"]
["Application to Consume Intoxicating Liquor on Site"]

{"sheet":"Lookup","index":1,"n_rows":47,"n_cols":15,"rows_kept":47,"cut":false,"hidden":true,"merged":[]}
["Please select from list",{"$f":"VLOOKUP(Approval!B5,Lookup!A2:B5,2,FALSE)","v":{"$error":"#N/A"}},"Corporate","Employee","Fee for Service","Travel",null,null,{"$f":"C3","v":"Small Corporate Event (10 or fewer attendees) under $180pp per meal"},"Approval by Financial Delegate",null,null,"During work hours",null,"Yes"]
["Corporate Hospitality",6,"Please select from list","Please select from list","Please select from list","Please select from list",null,null,{"$f":"C4","v":"Small Corporate Event (10 or fewer attendees) over $180pp per meal"},"Approval by relevant Authorised officer",null,null,"Outside of work hours",null,"No"]
["Employee Hospitality",13,"Small Corporate Event (10 or fewer attendees) under $180pp per meal","Basic sustenance under $25pp per meal","UQ event attended predominantly by non staff with revenue 50% or more than costs","Traveller costs only",null,null,{"$f":"C5","v":"Large Corporate Event (more than 10 attendees) under $50pp per meal"},"Approval by Financial Delegate"]
["Fee for Service Hospitality",4,"Small Corporate Event (10 or fewer attendees) over $180pp per meal","Basic sustenance over $25pp per meal","UQ event attended predominantly by UQ staff","Hospitality includes other employee costs",null,null,{"$f":"C6","v":"Large Corporate Event (more than 10 attendees) over $50pp per meal"},"Approval by relevant Authorised officer"]
["Overnight Business Travel Hospitality",4,"Large Corporate Event (more than 10 attendees) under $50pp per meal","Retreat - meals and beverages only","UQ event where external revenue is less than 50% of the total cost","Hospitality includes non-employee costs",null,null,{"$f":"C7","v":"Corporate Box or tickets to mainstream events"},"Approval by relevant USET member"]
[null,"Please select from list","Large Corporate Event (more than 10 attendees) over $50pp per meal","Retreats - all other (includes recreation, overnight accommodation or travel)",null,null,null,null,{"$f":"D3","v":"Basic sustenance under $25pp per meal"},"Approval by relevant Employee hospitality approver"]
[null,null,"Corporate Box or tickets to mainstream events","Staff celebrations and events under $40pp per meal",null,null,null,null,"Basic sustenance over $25pp per meal","Approval by relevant Authorised officer"]
[null,null,null,"Staff celebrations and events over $40pp per meal",null,null,null,null,"Retreat - meals and beverages only","Select Employee Hospitality category - Basic sustenance type"]
[null,null,null,"External networking event meal under $180pp",null,null,null,null,"Retreats - all other (includes recreation, overnight accommodation or travel)","Approval by relevant USET member"]
[null,null,null,"External networking event meal over $180pp",null,null,null,null,"Staff celebrations and events under $40pp per meal","Approval by relevant Authorised officer"]
[null,null,null,"Optional recreation event at conference under $180pp",null,null,null,null,"Staff celebrations and events over $40pp per meal","Approval by relevant USET member"]
[null,null,null,"Optional meal/recreation event at conference over $180pp",null,null,null,null,"External networking event meal under $180pp","Approval by relevant Employee hospitality approver"]
[null,null,null,"Charity events or any other employee events under $180pp",null,null,null,null,"External networking event meal over $180pp","Approval by relevant Authorised officer"]
[null,null,null,"Charity events or any other employee events over $180pp",null,null,null,null,{"$f":"D11","v":"Optional recreation event at conference under $180pp"},"Approval by relevant Employee hospitality approver"]
[null,null,null,null,null,null,null,null,{"$f":"D12","v":"Optional meal/recreation event at conference over $180pp"},"Approval by relevant Authorised officer"]
[null,null,null,null,null,null,null,null,{"$f":"D13","v":"Charity events or any other employee events under $180pp"},"Approval by relevant Employee hospitality approver"]
[null,null,null,null,null,null,null,null,{"$f":"D14","v":"Charity events or any other employee events over $180pp"},"Approval by relevant Authorised officer"]
[null,null,null,null,null,null,null,null,{"$f":"E4","v":"UQ event attended predominantly by UQ staff"},"Select Employee Hospitality category and then relevant type of hospitality"]
[null,null,null,null,null,null,null,null,{"$f":"E3","v":"UQ event attended predominantly by non staff with revenue 50% or more than costs"},"Approval by Financial Delegate"]
[null,null,null,null,null,null,null,null,{"$f":"E5","v":"UQ event where external revenue is less than 50% of the total cost"},"Select Corporate Hospitality category and then relevant type of hospitality"]
[null,null,null,null,null,null,null,null,"Please select from list",{"$f":"\" \"","v":" "}]
[null,null,null,null,null,null,null,null,{"$f":"F3","v":"Traveller costs only"},"Refer to UQ Travel PPL"]
[null,null,null,null,null,null,null,null,{"$f":"F5","v":"Hospitality includes non-employee costs"},"Select Corporate Hospitality category and then relevant type of hospitality"]
[null,null,null,null,null,null,null,null,{"$f":"F4","v":"Hospitality includes other employee costs"},"Refer to UQ Travel PPL"]
[]
[]
[]
[]
["Approval by Financial Delegate",null,null,"Approval by Financial Delegate","Approval by relevant Authorised officer","Approval by relevant USET member"]
["Approval by relevant Authorised officer",null,null,"Recommended by relevant Employee hospitality approver (if required)","Recommended by relevant Authorised officer"]
["Approval by relevant USET member",null,null,"Approval by relevant Employee hospitality approver"]
["Approval by relevant Employee hospitality approver"]
[]
["Signature and Date"]
[]
[]
[null,"Employee Hospitality","Employee Hospitality\n\n-Attended predominately by UQ staff\n-For the purpose of sustenance, entertainment, celebration, enjoyment or award"]
[null,"Corporate Hospitality","Corporate Hospitality\n\n-No fee is charged or fee is less than 50% of the cost\n-Must be a business objective to the hospitality\n-Attendance of UQ staff should be limited to those with a direct involvement in the business being conducted"]
[null,"Fee for Service Hospitality","Fee for Service Hospitality\n\n-Event is organised by UQ\n-At least 50% of the cost of the event is covered from external revenue, i.e. fee is charged to participants, external sponsorships or research funding\n-Examples: conference, lecture, workshop, seminar, field trip as part of a course"]
[null,"Please select from list"," "]
[null,"Overnight Business Travel Hospitality","Overnight Business Travel Hospitality\n\n-where employee is required to travel overnight on University business\n-refer to PPL University Travel Management"]
[]
[]
[]
[]
["Authorised officers are: Vice-Chancellor and President, Provost & Senior Vice-President, Deputy Vice-Chancellors, Chief Operating Officer, President (Academic Board), Pro-Vice Chancellors, Vice President, Executive Deans, Institute Directors, Chief Financial Officer, Chief Human Resources Officer, Chief Marketing and Communications Officer, Chief Information Officer, Chief Property Officer, University Librarian, Academic Registrar, General Counsel, Dean (Graduate School), Executive Director (Research Partnerships), Faculty Executive Managers, Deputy Directors (Operations), Chief Executive Officer (University Press)."]
["Employee hospitality approvers are: President (Academic Board), Deputy Executive Deans, Academic Deans, Associate Deans, Faculty Executive Managers, Heads of School, School Managers, Chief Executive Officer (University Press), University Librarian, General Counsel, Directors, Deputy Directors, and/or Associate Directors."]