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 State Governmental entity, transaction documentation for 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.  For these reasons, a UNM retreat cannot be a "party," nor is it a "free pass" to dine at one of the most expensive restaurants in the area.  Additionally, whether in conjunction with employee retreats or other University events, State law prohibits personal entertainment expenses for University employees to be 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.
  • Per Policy 4000, Section 5.1, meal costs for retreats must be "...comparable to State per diem rates,"  on a cost per person basis.  Current State per diem rates are as follows:
    • Breakfast - $16
    • Lunch - $19
    • Dinner - $30
      • Please note that State meal per diem rates are intended to cover complete meal costs including drinks, tax and tip.

• Meeting Supplies

• Reasonable expenses for guest speakers, facilitators.

Unallowable Expenses for UNM Employee Retreats

• Expenses that are lavish or extravagant in nature
  • Ex - High-end dining when the meal cost per person is not in line with State meal per diem rates.
  • Ex - High cost venues

• Personal Entertainment expenses** for employees, including, but not limited to:
  • Admission to athletic or entertainment events, museums, ballgames, musical or artistic performances, entertainment venues, etc.
  • Purchase of games/gaming entertainment, ex bowling, golf games, electronic game venues

*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: