Food and beverage:
For many years, departments have not been required to obtain prior approval for the payment of food and/or beverage expenses. However, department heads remain responsible for their account balances, and must still determine whether State resources should be used to pay for food items.
Even though individual payment requests may be considered small, very large numbers of reimbursements are processed each year for food/beverage purchases that add up to a significant dollar amount each year. Caution must be exercised by department heads to ensure that expenses for food related items are proper State expenditures. As a State University, good responsible stewardship of public funds requires particular sensitivity in this area and good judgment. Department heads should consider whether the use of State funds would be defensible and generally accepted by the public, if it were to be published in the media.
Since it is not possible to provide a definitive list of appropriate and inappropriate expenditures, the following should be used as a guide:
Use of the procurement card is encouraged for food purchases at stores that accept the procurement card. Please contact Donna Napier at ext. 5139 with questions. The procurement card cannot be used to pay for restaurant meal expenses.
In order to request reimbursement or payment for appropriate food, beverages, meals, etc., a requisition form should be submitted to Procurement & Payment Services accompanied by the following:
Giveaway type purchases (e.g., coffee mugs, seat cushions, trinkets) are not appropriate purchases using the Citibank VISA Purchasing Card or any other procurement method using State funds. Non-state funds should be used for these types of purchases. If non-state funds are not available within a department or program and the related activity is part of a departmental or program mission, a non-state process (known as the "recycling process") has been put into place to pay for these types of purchases. A department's budget will be recharged for the purchase through the Budgeting Office.
To request consideration through this process, please contact Finance and Management at ext. 5458. A statement addressing why the purchase is necessary to accomplish a specific program mission, purpose or objective will be required and must include a State, DIFR or IFR account number that the purchase should be recharged to.
Please refer questions via email to Mark Stacy .
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