Subject to programmatic and funding approval by the Principal Budget Administrator, reimbursement of meals for CWU employees at meetings or formal training sessions may be authorized without regard to the participant's travel status or the three-hour rule subject to the following conditions:

1. The purpose of the meeting is to conduct official CWU business or to provide formal training to CWU employees.
2. The meal period is scheduled as an integral part of the meeting or formal training session. Please note that this authority is not intended for use with the normal daily business of employees or officials, but rather for special situations or occasions, as determined by the agency head or authorized designee. Examples of allowable events include:
   1. Prospective employee interviews
   2. Mealtime meetings or formal training sessions that are scheduled or part of a formal agenda
3. Written approval from a division level Principal Budget Administrator at least one day in advance of the meeting or training session for the expenditure of funds for meals has been provided.
4. Total reimbursement is limited to the applicable per meal limits displayed in the state schedule.

Subject to programmatic and funding approval by the Principal Budget Administrator, payment for light refreshments during university-sponsored meetings or formal training sessions may be authorized subject to the following conditions:

1. The purpose of the meeting is to conduct CWU business or to provide formal training that benefits CWU. Light refreshments may be served and paid for with general operating funds only for special occasions as determined by a Principal Budget Administrator. Please note that this authority is not intended for use with the normal daily business of employees or officials, but rather for special situations or occasions, as determined by the agency head or authorized designee. Examples of allowable activities are:
   1. Facility dedication ceremonies
   2. Recognition ceremonies (subject to provisions of RCW 41.60.150)
   3. Interinstitutional meetings
   4. Board of Trustees' meetings
   5. Boards of visitors and advisory boards
2. The cost of light refreshments may not be paid from general operating funds for the following activities:
   1. Normal daily business of university employees
   2. Staff meetings
   3. Anniversaries of organizational units
   4. Elections
   5. Receptions for new, existing or retiring employees
3. Light refreshments include non-alcoholic beverages and edible items commonly served between meals, but not intended to substitute for meals (e.g. coffee, soft drinks, donuts, sweet rolls, fruit, etc.).
4. In order to meet state reporting requirements, a memorandum of approval for the payment for light refreshments signed by a Principal Budget Administrator in advance of the event must include the amount to be spent, the purpose of the event and the estimated number of people attending the event.

Note: RCW 41.60.150 allows recognition awards for outstanding achievements, safety performance and longevity. Expenditures for light refreshments may be made as part of the award. The total amount for the award including light refreshments may not exceed $100 per award.

Reimbursement for meals at meetings and formal training sessions - Reimbursement will be made on a travel voucher or an invoice voucher. Justification including the names of persons or organizations attending the meeting and the purpose of the meeting are to be included on the voucher. A copy of the memorandum of advanced approval must be attached.

Reimbursement for refreshments at meetings and formal training sessions - A copy of the approval memorandum and the receipts for the actual costs of the light refreshments are to be submitted to Accounts Payable as support for an invoice voucher for reimbursement, or a charge/credit invoice from the SUB, cafeteria or Dining Services. The expense for light refreshments should be charged to account 53325.

Departments are responsible for maintaining records concerning reimbursement for meals and refreshments at meetings and formal training sessions.

The Principal Budget Administrators are as follows:

The expense for light refreshments should be charged to object code 53325.

The CWU Dining Services request form is linked here: Service Request Form.