Order internal meeting catering and refreshments
Internal regulations
Permission to give tips
a) No tips should be paid at the expense of the state in Norway.
b) Generally, tips should not be paid at the expense of the state abroad. Exceptions apply only in certain countries where tipping is a common practice and where tips are considered a significant part of employees’ wages. In such cases, it is acceptable to tip according to the established local custom.
c) Permission to give tips at the state’s expense as per point b must be approved in writing by an individual with budgetary authority and attached to the payment documentation (invoice/reimbursement claim). Any tips covered by the state must be documented or substantiated.
d) There is nothing preventing employees from choosing to give tips on their own, but these must be covered privately by the individual.
Representation
Representation is characterized by its formal nature, involving external guests. The University of Agder must act as the official host.
The decision to organise representation is made by individuals with budgetary authority.
Maximum amounts per participant for representation:
- Domestic simple lunch/reception: NOK 643
- Domestic lunch/dinner: NOK 1,745
- Abroad: The expense limit per person is equivalent to the meal rate for the respective country (regjeringen.no).
Hospitality (State rates)
Hospitality may be provided for internal or external meetings and events, as determined by individuals with budgetary authority.
State rates for hospitality apply to Christmas parties, summer gatherings, departmental meetings, conferences, etc. Maximum amounts per participant:
Internal hospitality:
- Events under 3 hours during regular working hours: NOK 241
- Events lasting a minimum of 3 hours or outside working hours: NOK 546
- Extended events requiring two servings: NOK 797
- Overtime work exceeding 3 hours outside regular working hours: NOK 241
For events outside working hours, the university may cover up to three units of alcohol.
External hospitality (outside UiA):
- Events under 3 hours during regular working hours: NOK 361
- Events lasting a minimum of 3 hours or outside working hours: NOK 819
- Extended events requiring two servings: NOK 1,195
- Overtime work exceeding 3 hours outside regular working hours: NOK 241
For events outside working hours, the university may cover up to three units of alcohol.
Hospitality at the University of Agder
As a rule, hospitality should take place on the university’s premises, with food provided by the staff canteen/Kafé Campus. All dining in UiA’s premises adheres to the internal hospitality rates. External hospitality (outside UiA) is acceptable only if it cannot be practically conducted internally. In such cases, external hospitality rates apply.
In addition to food, the following costs must be covered within the rates: chef, service, cleaning, and rent related to the meal (this list is not exhaustive). Costs such as venue decoration and entertainment can be covered outside the rates. Serving food cannot be considered a gift or token of appreciation. Hospitality rules and rates also apply to international settings.
Alcohol consumption should be moderate. Alcohol must not be served during normal working hours, including during dissertation defenses or other celebrations occurring during working hours.
Guidelines for substance misuse
Documentation
When booking and invoicing, the purpose of the representation/hospitality and the names of participants (for external participants: company/organisation) must be specified. If the group is known, their name and number can be stated (e.g., university and faculty boards, departments and sections, students in a course). It is recommended to attach a copy of the invitation, such as from Outlook, Teams, or a registration form. For representation, this must be stated, and written approval from an individual with budgetary authority must be attached.
Manager responsibilities
- Obtain approval for representation/hospitality in advance if not authorized with budgetary authority.
- Monitor budget and expenditure.