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LAKE WASHINGTON INSTITUTE OF TECHNOLOGYMEALS & LIGHT REFRESHMENT PROCEDURESAUTHORITY Board of Trustees Policies – Chapter 8 (Business & Finance), Section 8.P.18Revised Code of Washington of Washington Office of Financial Management State Administrative and Accounting Manual (SAAM) is to establish appropriate College processes, accounting, controls, and guidelines for meals and/or light refreshments.These procedures are intended for the following situations where meals and/or light refreshments may be provided:Meal Allowance – Travel StatusMeals – Meetings and/or Training Sessions (Not in Travel Status)Meals & Light Refreshments – College Sponsored Meetings and/or Training SessionsMEALS – TRAVEL STATUSAn employee is considered in Travel Status when it involves an overnight travel assignment;The employee is authorized to receive reimbursement for meal expenses on an allowance (per diem) basis not to exceed the amounts outlined in the state and federal guidelines; ; Meal Allowance will not be reduced for meals served on airlines and/or for continental breakfast included in the lodging rate or registration fee for a conference/meeting;The Meal Allowance will not be provided when a traveler does not incur meal expenses because they are furnished; this usually occurs at a conference and is identified on the conference agenda;Reimbursement for meal expenses is not allowed when incurred at the traveler’s official work station or residence;The Meal Allowance when in Travel Status is non-taxable.MEALS – MEETINGS AND TRAINING SESSIONS (Not in Travel Status)The College may make payment for the cost of a meal when the expense is part of a registration or fee for certain business meetings including conferences, conventions, and formal training sessions and where:The purpose of the meeting is to conduct official College business or to provide formal training to College employees; andThe meals are an integral part of the meeting or training session; andThe President or authorized designee provides written approval, in advance of the meeting or training session for the expenditure of funds.Payment for a registration fee for the activity may be submitted on the College’s Payment Request Form for the amount of the registration fee. Supporting documentation, such as an agenda showing the request meets the above criteria, must also be provided;A payment for a registration fee which includes the meal is considered non-taxable;In general, employees not in travel status are not eligible for a meal allowance when attending a locally held meeting/conference/training activity. Any requests for exceptions must be made to the Finance Office. Payments made to employees when not in travel status are a taxable fringe benefit.MEALS & LIGHT REFRESHMENTS – COLLEGE SPONSORED MEETINGS OR TRAINING SESSIONSThe College President or authorized designee may approve meals or light refreshments for a College sponsored meeting or training session.Meals or light refreshments may be provided under the following conditions:The purpose of the meeting is to conduct official College business or to provide formal training that benefits the College; and The meal or light refreshment is an integral part of the meeting or training session; andThe College obtains a receipt for the actual cost of the meals or light refreshments; andCollege approval for the serving of a meal or light refreshment is provided to the individual responsible for the meeting or training session prior to the event. The College may provide meals or light refreshments for Board meetings, advisory committee meetings, and community and technical college system meetings and groups. As a rule of thumb, the College cannot pay meal expenses for local meetings with outside groups/individuals in the normal course of doing business.Light refreshments may be provided for special recognition of College or employee accomplishments.The College is not required to provide meals or light refreshments at meetings or training sessions.Meals or light refreshments cannot be provided for normal daily business such as staff meetings, negotiations, but can provide meals or light refreshments for special situations or occasions that meet the criteria listed above. The College cannot pay for meals or light refreshments for anniversaries of the College, receptions for new, current, and/or retiring employees. The College is prohibited from “hosting” which includes lobbying legislators or government official, or paying for events that are of a social nature rather than business events.Procedures for providing meals or light refreshments at a College sponsored activity:For each event, requestor/department must submit the Request for Approval – Coffee and Light Refreshments or Meals with Meetings Form to the Finance Office identifying the College food service or vendor(s), the number of participants, the estimated cost, and the budget code to charge expenses to. The cost per individual cannot exceed the state authorized allowance rate for that meal. The Finance Office will obtain the appropriate authorization.Once approved, the Finance Office will keep a copy of the request and notify the requestor/department of the approval.The requestor may contact the College Food Service or vendor to make necessary arrangements ONLY after approval has been received. For outside vendors, a requisition should be included with the Form in order to obtain a purchase order number.Payment to outside vendors will be made after a receipt is received and approved by the department. Payment will be made against the authorized purchase order. If the vendor does not take a purchase order, payment requests may be submitted on the Payment Request Form.If the College Food Service is used, the department must approve the Food Services receipt. Food Service will forward the charges to the Finance Office to make an accounting transfer.Payment for meals for advisory committee meetings must include the following supporting documentation: the date and purpose of the meeting, a list of the advisory committee members, and the College staff attending. This is necessary since regulations specify that the College may provide meals or light refreshments for advisory committee members in return for their uncompensated services and in lieu of cash compensation.LWIT: Meals & Light Refreshment4/07/086/02/08 Revised9/21/11 Name Update ................
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