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IRS Reporting Rule & Student Programming
Patrick Connelly(connellyp)
Posted: Wednesday, February 8, 2012 9:52 AM
Joined: 4/15/2007
Posts: 27

Good morning, 


We have been informed by our Controller's Office that IRS regulations regarding food and entertainment purchases require us to collect the names of all students benefitting from those expenditures.  While we have always done this for meal expenses we are being told that the regulations extend to college monies spent on student programs and social events. 


Is anyone else dealing with this issue on their campus?  If so, how are you meeting the IRS requirements without constricting the free flow of students attending programs and events? 


Thanks in advance. 

Patrick Connelly 

Office of Student Engagement 

Smith College 


Jay Craggs(craggsj)
Posted: Wednesday, February 8, 2012 10:08 AM
Joined: 10/2/2007
Posts: 19

We also are required to document the names of individuals who, for instance, eat lunch at a training session.  But to date we have not been required to create lists of all individuals who attend student programs.  I'd be interested to see the IRS doc requiring this - if your people have interpreted this correctly, this sure appears to be a pretty ridiculous book keeping requirement, as well as a fairly creepy big brother situation.  Do you have any info on where the IRS info is located?

Thanks - Jay


Beth Bailey(bethbailey)
Posted: Wednesday, February 8, 2012 11:42 AM
Joined: 11/12/2007
Posts: 53

We use a form to track who eats at the program countil-sponsored events.  See attached.  Maybe it will help?


Beth Bailey

Program Department

K-State Student Union

Kansas State University

File Attachment(s):
Credit Card Purchase Form.doc (24576 bytes)

Christopher Cole(wccole)
Posted: Wednesday, February 8, 2012 2:06 PM
Joined: 4/19/2007
Posts: 22

At Slippery Rock University we were also mandated through our state system office to identify the names of individuals attending any event where food was purchased with state funds.  We purchased Mini400 id card swipe devices as seen at 


There is an easy user interface to download the ID card information to a spreadsheet that can be maintained in the event file for audit purposes.


Joe Gutowski(joeg813)
Posted: Tuesday, February 14, 2012 7:41 AM
Joined: 4/4/2007
Posts: 30

PC (and all),


Is this because you are using University funds?  Are any of you who are impacted by these regulations having to justify/show evidence for the use of student activities fee monies?




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