Meals and reimbursement

What b54 covers

One combined allowance per verified participant for a standard meal and water plus reasonable ancillary event costs such as data and power, at or below the event’s approved local-currency per-person cap, for no more than the approved participant limit and never more than 100 verified people. This is one allowance, not separate amounts for food, data, and power, so the total cap and calculation do not increase.

What b54 does not cover

Venue, transport, accommodation, printing, decoration, photography, media, security, equipment, prizes, organizer or volunteer costs, second meals, no-shows, unregistered walk-ins, over-ordering, costs above the combined allowance, and any purchase made before written approval.

Rate method

The normal cap is 7 international dollars multiplied by the latest World Bank private-consumption PPP conversion factor, rounded to a practical local denomination. b54 refreshes the internal rate card at least quarterly and snapshots the approved rate on the event. Where data is missing or older than two years, the currency has materially changed, or the market is distorted, the event requires three independent current campus-area vendor quotes and admin approval. The median reasonable quote may inform the cap but does not guarantee reimbursement.

Payment method

b54 prefers local-currency payment directly to the approved vendor: an approved deposit if necessary and the balance only after verification. No cash advance goes to the Campus Rep. Reimbursement to a Campus Rep is exceptional and requires prior written approval, an account in that Campus Rep’s name, an itemized receipt, proof of vendor payment, and complete event evidence.

Claim formula

Eligible participant count = the lowest of verified meal redemptions, documented participant packages, approved participant limit, and 100. Maximum claim = the lower of the eligible documented cost total or eligible participant count × approved per-person allowance.

Submit the supplier identity and contact, itemized invoices or receipts, payment proof if applicable, and claim through the event dashboard. b54 may independently contact suppliers or sampled participants before approval.