Overview
Alcohol and food expenses over the per diem cannot be charged to a sponsored program award unless specifically approved by the sponsor and deemed appropriate for the award's stated purpose.
If these expenses are approved by the sponsor, an award line must be established in Workday (formerly referred to as a discretionary sub budget). The award line will be set up with an award-line special condition called Allowable - Alcohol/Food Over Per Diem. Alcohol expenses and food expenses over the per diem cannot be charged to a sponsored program award unless this special condition is present.
Request an Award Line for Alcohol/Food Over Per Diem
An award line can be requested as part of a SAGE Award Setup Request (ASR) or a GCA Only SAGE Modification Request (MOD).
Complete the following steps to request an award line for alcohol/food over per diem:
- Create a SAGE Budget worksheet to include with the (ASR) or MOD.
- Add a comment to the ASR or MOD to indicate the nature of the requested award line and to confirm that the sponsor has provided specific written approval for this purpose.
- Attach the approval documentation from the sponsor to the ASR or MOD.
GCA will review these requests and, if appropriate, will create the award line and grant worktag in Workday.