PURCHASING
70.31
Revised 2-07
Travel Services
335-2034
PDF link
INTRODUCTION
The purchase of food for meetings is subject to state and University regulations.
Exception
Procedures in this section apply to purchases made with all University monies except for discretionary accounts in program 17A. See 70.33 to make purchases using a 17A discretionary account.
NOTE: Sponsored accounts may have additional restrictions regarding the purchase of food for meetings.
Conditions for Meals
University monies may be used to pay for meals without regard for participants' travel status or the Three-Hour Rule (see 95.06) if the following conditions are met:
- The meal must be essential to the completeness (i.e., an integral part) of an official University meeting or training session, and
- The University must require that the employee attend the meeting or formal training session, and
- The purpose of the event must be to conduct official WSU business or to provide formal training to WSU employees.
Nonallowable
The cost of meals may not be supported by University monies when the purpose of the meeting is to conduct one of the following kinds of activities:
- Normal daily business of University employees.
- Staff meetings.
- Anniversaries of units.
- Anniversaries of individual employment.
EXCEPTION: Such events which are a part of an official employee recognition program approved by the University and HRS may be supported by University monies.
- Retirements.
- Elections.
- Lobbying a legislator or governmental official.
- Social events.
- Election celebrations.
Cost Per Meal
Cost per meal served may not exceed the applicable travel meal limits for the location. See 95.19 for travel meal rates.
Enter the applicable cost per meal on the Request to Serve Food form.
Location
The meeting must be away from the employee's regular work place. (See 95.01 for a definition of work place.)
Conditions for Refreshments
Light refreshments include nonalcoholic beverages and edible items commonly served between meals, but not intended to substitute for meals, e.g., coffee, soft drinks, doughnuts, sweet rolls, fruit, cheese.
University monies may be used to support the costs of light refreshments, subject to the following conditions:
Purpose
The purpose of the meeting must be to conduct official WSU business or to provide formal training to WSU employees. The light refreshments must be essential for the completeness (i.e., an integral part) of an official University meeting or training session.
Nonallowable
The cost of light refreshments may not be supported by University monies when the purpose of the meeting is to conduct one of the following kinds of activities:
- Normal daily business of University employees.
- Staff meetings.
- Anniversaries of units.
- Anniversaries of individual employment.
EXCEPTION: Such events which are a part of an official employee recognition program approved by the University and HRS may be supported by University monies.
- Retirements.
- Receptions for employees.
- Elections.
- Lobbying a legislator or governmental official.
- Social events.
- Election celebrations.
PRIOR APPROVAL
Complete a Request to Serve Food form to obtain prior approval to serve meals or light refreshments. Obtain supplies of the form by printing or photocopying the master on 70.31.5.
List of Attendees
The request form must include a list of participants, indicating each participant's relationship to the University, e.g., employee, official, guest.
NOTE: When seeking approval for refreshments, this list may include the names of the participating organizations or groups when the number of participants is large or when the names of participants are unknown.
State Facility
Indicate whether or not a state of Washington facility is to be used for the event. State regulations require that state facilities be given preference when possible. (SAAM 10.10.55) See 95.06 for information about conferences and conventions.
Prior Approval
An expenditure from University monies for meals or light refreshments must be approved by the responsible chair or director at least five working days before the event. The responsible chair or director indicates approval on a completed Request to Serve Food form by signing the Certification near the bottom of the form.
Route a copy of the approved form to Travel Services.
PAYMENT OR REIMBURSEMENT
A department may directly pay the vendor or reimburse an employee for incurred food expenses.
Requesting Reimbursement
If an employee personally pays for the meals or refreshments:
Submit a request for reimbursement to the Travel Services division of the Controller's Office. Include the following documents:
- A completed and approved State of Washington Invoice Voucher approved by the supervisor. See 30.45. (If the supervisor does not have expenditure authority for the charged account, an employee holding the appropriate expenditure authority also signs the Invoice Voucher. See 70.02.)
Complete a Travel Expense Voucher instead of the Invoice Voucher if the employee was in travel status. See 95.20.
- A receipt from the vendor.
Direct Deposit
A WSU employee may authorize Travel Services to deposit his or her food or travel reimbursement check in any U.S. bank which is a member of an automated clearing house.
Employee Procedures
Complete a Travel / Accounts Payable Reimbursement Direct Deposit Authorization form. Complete and/or print the PDF master on 95.20.23 to obtain copies of the form.
Submit the completed direct deposit authorization form and a preprinted, voided check or a copy of a preprinted, voided check to Travel Services.
NOTE: For security and financial protection, put the authorization form and voided check in a sealed business envelope before placing the documents in an interdepartmental envelope.
Process
After the direct deposit process is in place, Travel Services notifies the employee by e-mail when each direct deposit transaction is processed.
Direct deposit continues until the employee gives Travel Services written notice to change the account, to discontinue the direct deposit, or to make any other changes in the service.
Direct Vendor Payment
The department may pay a vendor directly by using one of the following procedures:
DO
Complete a Department Order. Follow procedures in 70.07.
Departmental Requisition
Complete a Departmental Requisition prior to the event. (Purchasing Services generates a Purchase Order which is given to the vendor at the time the food is obtained.) Follow procedures in 70.10.
IRI
Complete an Interdepartmental Requisition and Invoice if the vendor is a University organization, e.g., Dining Service, CUB. Follow procedures in 70.05.
Vendor's Invoice
Obtain an invoice for the meals or refreshments from the vendor. If the vendor's address and name is not on the invoice, complete a State of Washington Invoice Voucher and obtain the vendor's signature on the form.
A University purchasing form is not required for this procedure.
Submit the vendor's invoice to Travel Services. Add the coding of the supporting account. A University employee with expenditure authority for the supporting account must sign the invoice. (See 70.02 for an explanation of expenditure authority.)
NOTE: The total cost may not exceed the current purchasing bid limit. See 70.13.
See the PDF master form:
70.31.5: Request to Serve Food
Complete and/or print as needed