Purchase of Meals And/Or Light Refreshments for Meetings, Training Sessions

Purchase of Meals And/Or Light Refreshments for Meetings, Training Sessions

UW Tacoma Administrative Directive34.9

Purchase of Meals and/or Light Refreshments for Meetings, Training Sessions,

and Recognition Awards and Events

(Approved by the Vice Chancellor of Administrative Services,December 27, 2011)

  1. Purpose: This directive serves to urge judiciousapplication of the University of Washington Policy and Procedure for the Purchase of Meal and or Light Refreshments for Meetings, Training Sessions and Recognition Awards and Events, providing limited authority to purchase meals and/or light refreshments from University funds in conjunction with meetings, training sessions and recognition events.
  1. Background: In the past, such expenditures have generally only been allowable when discretionary funds were used.
    While this policy expands the authority to use other types of funding to provide meals and/or light refreshments in conjunction with official meetings, formal training sessions and formal recognition events, judiciousness is emphasized in the use of this policy.As you are aware, state funds are extremely limited. The need and benefit of using these funds to provide meals and/or light refreshments in conjunction with a meeting, training or recognition event must be carefully weighed against our primary responsibility to educate students. No additional state resources will be allocated for this purpose.
  2. Overview
  3. The Directive addresses the University of Washington Policy and Procedure for the Purchase of Meal and or Light Refreshments for Meetings, Training Sessions and Recognition Awards and Events
  4. This directive provides specific guidelines to the application of the UW policy in the cases of food purchases on the Tacoma Campus.
  5. This directive is consistent with the University of Washington Policy and Procedure for the Purchase of Meal and or Light Refreshments for Meetings, Training Sessions and Recognition Awards and Events; RCW 43.03.050;andSAAM Chapter 70.15.
  6. This directive is only applicable to state funds controlled by the University. It does not pertain to discretionary funds or grant funds where the purchase of food has been authorized as part of the grant proposal.
  7. On the Tacoma Campus the Chancellor has delegated the authority for authorization of the purchase of meals and light refreshments on the State funds to the Associate Vice Chancellor, Finance.
  8. The ASUWT and student organizations should also consult with the Student Life Manager for policy and procedural guidance regarding use of Student Service and Activity Fee funds for meals and/or light refreshments.
  9. For the purchase of meals and/or light refreshments in conjunction with staff or faculty searches, also consult the supplemental guidance provided in Administrative Directive34.8 Purchase of Meals and/or Light Refreshments in Conjunction with
    Staff or Faculty Searches.
  1. Conditions to be Met
  2. The primary purpose of the meeting
  3. Must be to conduct official UWT business.
  4. The majority of the meeting must be devoted to conduct of the business rather than socializing.
  5. Purchase of meals and/or light refreshments for receptions and similar types of social events may only be made from discretionary funds.
  6. The meal and/or light refreshments must be considered an incidental and integral part of the meeting.
  7. The meeting or training extends beyond a regular meal-time and it is disruptive to the meeting or training to allow participants to obtain a meal outside of the meeting.
  8. The meeting should exceed 2 hours in length for light refreshments and 4 hours in length for meal purchases.
  9. For recognition events, only light refreshments can be purchased and the event must include the formal presentation of a recognition award to a student or individual staff memberor a group of students or staff.Examples of awards worthy of formal recognition include
  10. Successful completion of an extraordinary special project (not routine work assignments)
  11. Acknowledgement of official university employment milestones (10, 15, 20, 25, 30 years of service)
  12. The costs of meals or light refreshments may not be supported by University funds for the following types of activities
  13. Normal daily business of University employees
  14. Regularly scheduled staff, faculty, or student government/organization meetings
  15. Open house events
  16. Receptions for new or existing employees
  17. Hosting, entertaining or social activities
  18. The purchase must be pre-approved on UW Form 1798 in accordance with this published policy and procedures.
  19. The cost of each participant’s meal (including tax and gratuity) may not exceed the authorized per diem rate for that meal. Cost in excess of the authorized per diem amount must be charged to discretionary funds.
  20. Alcoholic beverages may only be purchased from discretionary funds. An itemized receipt detailing separate charges,and a listing of participantsat the meal are required.
  21. Procedures
  22. If the meals and/or light refreshments are expected to cost $3,000 or more (including taxes and customary gratuities), UW Form 1798, Food and Beverages for Meeting, Training Sessions and Recognition Awards must be approved at least 30 days prior to the event. If the meals and/or light refreshments are expected to cost less than $3,000, the form must be approved a minimum of 7 days prior to the event.
  23. To initiate the process for obtaining advance approval, the person in the department that is conducting or coordinating the meeting, training or recognition event will prepare and sign the onlineUWT Form 1798.
  24. For requests initiated by the ASUWT or student organizations: once the form is submitted, the Associate Vice Chancellor for Finance will forward the UWT Form 1798 via email to the Student Life Manager, who will email it back with their approval.
  25. A list of attendees or invitees must be attached to the form.
  26. After submission of the UW Form 1798(with attachment),departments must allow a minimum of 2 days for completion of the approval process. Only Vice Chancellor for Administrative Services or the Associate Vice Chancellor for Financemay sign as the Approving Official.
  27. Upon approval, the UWT Form 1798 (with attachment) will be returned by email to the preparing department and must be submitted as supporting documentation with one of the following procurement and payment methods:
  28. Petty Cash

For expenditures of $250 or less (including taxes and customary gratuities). Immediately after the event has been conducted, a petty cash reimbursement request should be prepared and submitted to Finance. The UWT Form 1798 (with attachment) and vendor invoice (for direct payment to the vendor) or receipts (for reimbursement to an individual who has paid from personal funds) must be submitted as supporting documentation. Consult the UWT Financial Systems Procedures and Policies notebook that has been provided to each department for guidance, or the online Administrator’s Toolbox, on the petty cash process and forms.

  1. Requisition – Payment by Check or Credit Card

CHECK

For expenditures of more than $250, but less than $3,500 (including taxes and customary gratuities:

  1. Not later than 7 days prior to the scheduled event, department will prepare an onlineUWT Purchase Requestfor submission to Finance or enter a Purchase Requisition.
  2. Forward (or send as attachment to online UWT Form 1798) the catering contract for an approved caterer or caterer authorized by the UWT Contracts Manager along with UW Form 1798 for signature.
  3. Department may then confirm and make necessary arrangements with a vendor.
  4. Immediately after the event has been conducted, the department must obtain and submit a vendor invoice to Finance for submission to UW Accounts Payable in Seattle.
  5. Note: Payment may not be made until service has been performed, and the normal payment cycle is 30 days after an invoice has been submitted to UW Accounts Payable.

CREDIT CARD

1. Departments are to forward the catering contract with U W Form 1798 to the UWT Sr. Contracts Manager for review and approval.

2. Payment to be made after the services have been received. The Submission of a requisition is not required.

  1. For expenditures of $3,500 or greater (including taxes and customary gratuities):
  2. Not later than 30 days prior to the scheduled event, department will prepare a UWT Purchase Request for submission to Finance or enter a Purchase Requisition.
  3. Forward the catering contract for an approved caterer or caterer authorized by the Contracts manager for signature attached to the onlineUW Form 1798.
  4. Department is to provide three quotes with their recommended caterer indicated (upload attachment)
  5. or include a Sole Source Justification (online) for selection of a particular caterer.
  6. However,UWT Purchasing must place a purchase order with the vendor in advance of the event in order and sign the vendor contract for payment by check, or if payment by credit card review and sign the vendor contract for forwarding in advance of the event in order to obtain the services; departments are not authorized to make the contractual arrangements.
  7. Immediately after the event, vendor should submit their invoice citing the purchase order number directly to UW Accounts Payable in Seattle in accordance with the instructions in the order (or if the vendor prefers, the invoice may be submitted to UWT Purchasing).
  8. Note: Payment may not be made until service has been performed, and the normal payment cycle is 30 days after an invoice has been submitted to UW Accounts Payable.
  9. For credit card payments, payment is not to be made until after receipt of services.
  1. Requests for purchase of meals and/or light refreshments for meetings, training sessions and recognition awards and events that are not processed in compliance with the timeframes established in this policy must be charged to discretionary budgets. If a discretionary budget is not available, payment or reimbursement will not be made.

For more information please contact the Associate Chancellor for Finance, Jan Rutledge:

  • Phone: 253-692-5666
  • Campus mail: Box 358431
  • Email:

Related regulations, policies, delegations and procedures can be found at the cited following links:

  • University of Washington Policy and Procedure for the Purchase of Meal and or Light Refreshments for Meetings, Training Sessions and Recognition Awards and Events
  • Washington State, RCW 43.03.050
  • Washington State Office of Financial Management, State Accounting and Administrative Manual, Chapter 70.15
  • UW Policy Directory, Board of Regence Governance, Standing Orders, Chapter 1.6: Delegation of Authority, Execution of Instruments, Business Affairs, and Operations
  • UW Executive Order No. 14

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