RSCC Policies & Guidelines
Roane State Community College
Policy Number: BA-07-02
Subject: Business Meals, Refreshments and Recognition Events
The college may pay or reimburse for properly documented meals whose primary purpose is a business discussion. Business meals generally include at least one non-college employee. However, occasional gatherings of college employees may also be paid or reimbursed as business meals. The cost of a business meal should be reasonable. Expenses may be incurred only for those individuals whose presence is necessary to the business discussion.
Additionally, institutional funds may be used to purchase food and non-alcoholic beverages for recognition, appreciation, or retirement events if such events comply with other provisions in this policy and are reasonable in number of events held per fiscal year and amount spent.
The following principles should be used as a guide when determining the appropriateness of the expenditures:
- The expenditure must support the mission and purpose of the college.
- If for an event, the event must be an authorized, official college event.
- The expenditure should not be personal or social in nature.
- The expenditure should not be able to be construed as additional compensation by the IRS.
- The amount expended should be reasonable.
- State funds may not be used for the purchase of alcoholic beverages.
- The president has designated the Vice President for Business and Finance (VP) and vice presidents the authority to approve employee and non-employee group meals within their respective organizations. The president has designated the Dean of Students the authority to approve student organization meals.
- If the cost is $50 or more, prior to placement of an order with the college’s food services vendors, a Food Services Authorization form must be completed by the requesting department, approved by the appropriate executive officer, and submitted to the VP. If an off-campus vendor is to be used to purchase meals or groceries and if the cost is $50 or more, a properly completed Food Services Authorization form must be submitted to the Purchasing Office prior to the issuance of a purchase order or reimbursement. All purchases/reimbursements of meals/food, regardless of amount, should include a list of attendees, the purpose of the expenditure, topic of discussion, time, date, and place.
- A receipt is required for reimbursement or direct payment by the college.
- All eat-in or catered meals or refreshments provided by a food services vendor or restaurant should be charged to object code 74981. All other individual food and related supply items should be charged to object code 74503.
- This policy does not apply to food or related supply items not purchased for consumption as meals or refreshments.
- Other Provisions
- Meeting Refreshments. Light refreshments and meals may be purchased for meetings when circumstance are such that the purchase is appropriate and reasonable.
- Retirement Receptions. Retirement receptions may be departmental at an institutional expense not to exceed $100 or institution wide at an institutional expense not to exceed $200. The Human Resources Office will assist in coordinating institution wide receptions. Recognition gifts and plaques may be provided at an institutional expense not to exceed $100.
- Other Recognition and Appreciation Events. Events of this nature must be approved by the president and may be either departmental or institution wide. Costs for such events should be reasonable and in keeping with the nature of the events and person or persons being recognized. Recognition gifts and plaques may be purchased from institutional funds provided the cost does not exceed $100 per retiree or other honoree.
||This applies when one or more college employee(s) purchase(s) meals or refreshments for college guest(s). These provisions for guest meals do not apply when a guest will be reimbursed under regular travel procedures for meals which she/he purchases him/herself. Guest meals include both the guests and college personnel in the same party. Guest meals are covered under RSCC policy BA-07-01.
||This includes both regular meals and refreshments for a group of college personnel not during travel status. The incidental presence of one or more guests will not change the classification if the occasion is primarily intended for the group of employees.
|Non-Employee Group Meal
||This applies when meals or refreshments are purchased for a non-employee group, such as conference or workshop participants. The incidental presence of one or more college employee(s) will not change this classification if the occasion is primarily for the non-employee group.
||This policy does not apply to individual meals, whether a visitor or employee, which will be reimbursed under the applicable travel procedures.
|Student Organization Meals
This applies when meals or refreshments are purchased for student organization events and activities funded by Campus Activities Fee boards.
The president shall have the authority to grant exceptions to this policy.
Revision History: 01/01/2006, 07/25/2007
TBR Policy Reference: 4:07:00:00, 4:03:03:00
Revision Date Effective: 07/25/2007
Revision Approval By: Gary Goff, President
Original Date Effective: 10/25/2004
Original Approval By: Wade B. McCamey, President
Office Responsible: Vice President for Business & Finance
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