Contracts, Purchasing, and Surplus

Light Refreshments and Meal Reimbursement Process (Non-Travel related)

Department Responsibilities

CWUP 2-40-200 Use of State Funds for Light Refreshments and Meal

SAAM 70.15 Meals with Meetings (pdf)

SAAM 70.20 Prospective Employee Interview Expenses (pdf)

CWU Light Refreshments & Meals Pre-Approval Form Required (formerly Meal Memo)

The Light Refreshments Meal Request Form is to document the request and receive approval in advance for the expenditures. The responsible appointing authority must sign the request at least five working days before the event. We have provided a template for your convenience that provides all the necessary information required.

Location

Validate the meeting or training session takes place away from the employee’s or official’s regular workplace per SAAM 70.15.10 Meals with Meetings

Required Documentation

• Meeting Agenda
• List of Meeting or Training Attendees

Timing of Meal

For a meal to be considered integral to the meeting, it should be included as part of a meeting to discuss CWU business that takes place over a period of two hours or more during a reasonably accepted meal period (e.g. breakfast, lunch or dinner) with an agenda that requires a working meal, and not simply offered as a matter of convenience.

The University designated meal periods are as follows

• Breakfast (7-8AM)
• Lunch (12-1PM)
• Dinner (6-7PM)

Cost Per Meal

Cost per meal (including applicable taxes, and appropriate gratuity) served may not exceed the applicable travel meal limits for the location. Be aware of the current per diem rates and maximum reimbursement amounts.

Enter the applicable cost per meal on the CWU Meals and Light Refreshments Pre-Approval Form

Copy of Receipt(s)

• Required documentation: itemized receipts (alcohol will not be reimbursed)
• All meal monetary limits include tax + tip.
• Assess gratuities separately on each receipt

Funding

University funds, regardless of source (e.g. restricted, unrestricted, research, grants), may not be used to provide meals during meetings unless the meal is proven to be necessary and integral to the meeting.

The inclusion of CWU faculty and professional staff at these meetings should be kept to a minimum, and meal costs should be kept to a reasonable level within the maximum limits provided within these guidelines. Additional examples of business meeting meals and catering expenses which may be allowable, subject to departmental approval, include meals held for the purpose of recruiting prospective faculty, professional staff, or students and student functions which are related to CWU's academic mission.

Grant Funds

Prior to expenditure of grant funds for food, light refreshment or meals, the Grants Office must determine if the expenditure is allowable under the grant rules.
Foundation Funds – Prior to expenditure of foundation funds for food, light refreshment or meals, the Foundation must determine if the expenditure is allowable under their rules.

Student Activity Funds

Generally speaking, refreshment may be served as incidentals of approved student programs such as graduation ceremonies, scholarship convocations, student activity or club meetings, student awards, student work sessions, etc.) Activities funded by service and activity fees are subject to the applicable policies. Request Form Required Prior to Activity (link)

Coffee & Light Refreshments

Department Responsibilities

• CWUP 2-40-200 Use of State Funds for Light Refreshments and Meals
• RCW 43.03.050 Subsistence, lodging and refreshment, and per diem
• RCW 41.60.150 Recognition awards
• SAAM 70.10 Coffee and Light Refreshments (pdf)

The meeting or training session must take place away from the employee’s or official’s regular workplace per SAAM 70.15.10 Meals with Meetings

Required Documentation

• Meeting Agenda
• List of Meeting or Training Attendees

Cost of Light Refreshments

Copy of Receipt(s)

Required documentation: itemized receipts (alcohol will not be reimbursed)

Funding

• Foundation Funds – Prior to expenditure of foundation funds for food, light refreshment or meals, the Foundation must determine if the expenditure is allowable under the their rules.
• Student Activity Funds - Generally speaking, refreshment may be served as incidentals of approved student programs such as graduation ceremonies, scholarship convocations, student activity or club meetings, student awards, student work sessions, etc.) Activities funded by service and activity fees are subject to the applicable policies. Request Form Required Prior to Activity
• Grant Funds - Prior to expenditure of grant funds for food, light refreshment or meals, the Grants Office must determine if the expenditure is allowable under the grant rules.
  University funds may not be used for occasions such as, but not limited to, holiday parties, employee birthdays, weddings, baby showers, anniversaries, or other occasions of a personal nature.

Consequences

• Any employee who does not follow the above guidelines will be subject to disciplinary actions and, if the purchase was made with a P-Card, the consequences set forth in the P-Card Guidelines for violations of the P-Card Policy.
• Any employee using University funds used to cover expenses of a business meal, event or celebration prohibited by these guidelines must personally reimburse the University, except as set forth below.
• The University reserves the right to refuse payment of business meal expenses deemed to be frequent or excessive. These expenses will need to be personally reimbursed to CWU by the employee who authorized the expense, except as set forth below.
• Where business meal expenses were approved by the applicable Appointing Authority but are subsequently determined to be prohibited by these guidelines, the department and not the employee incurring the expense shall be responsible for reimbursing the University.