Employee Retreat Guidelines

Holding a departmental retreat is a great way for University employees to step away from their day-to-day responsibilities, strengthen team bonds and facilitate some form of professional development.  With the University of New Mexico existing as a public entity, retreats paid with UNM public funds must demonstrate that some type of University business is conducted, that the costs are reasonable and not lavish or extravagant, and that the retreat is not held for social and/or entertainment purposes.  Stringent laws governing New Mexico public funds limit what goods and services can be purchased for a UNM employee retreat much more than what might otherwise be allowed for the retreat of a private business not subject to these same laws.  Whether in conjunction with employee retreats or other University events, State law prohibits personal entertainment expenses for University employees paid with UNM public funds. 

Allowable Expenses for UNM Employee Retreats

• Reasonable expenses for meeting room rentals.  UNM training rooms available at little to no cost should be used over outside venues whenever possible, and if practical.*
• Reasonable expenses for business meals and refreshments.  Cost must be in accordance with Policy 4000, Allowable and Unallowable Expenditures, Section 5.1, “Business meetings,” to be allowable.
• Meeting Supplies
• Reasonable expenses for guest speakers, facilitators.

Unallowable Expenses for UNM Employee Retreats

• Expenses that are lavish or extravagant in nature
• Personal Entertainment expenses** for employees, including, but not limited to:
  • Admission to athletic or entertainment venues, museums, performances, etc.
  • Purchase of games/gaming entertainment, ex bowling, golf games, electronic game venue

*Per official guidance from the New Mexico Department of Finance and Administration's White Paper, "Authority and the Propriety of Expenditures."  Example from Whitepaper:  "...Agency X can either rent a training facility at a hotel for a cost of $2,000 or use a training facility owned by the State for the cost of a $25 fee.  Assuming the Agency can provide the training effectively at either site, this criterion requires Agency X to use the facility costing $25.”

**Personal Entertainment expenses for UNM employees paid with public funds, whether in conjunction with a retreat or otherwise, will in general, violate the New Mexico Anti-Donation law for public funds.  Additional guidance can be found in New Mexico Attorney General Opinion 97-02: