Purpose

In accordance with the State’s travel regulations (section 70.10.10), the purpose of this policy is to define the College’s position on state employees charging directly to state funds or receiving reimbursement for coffee and light refreshments.

State regulations allow for reimbursement of the costs of coffee and light refreshments subject to the following regulations.

1. The purpose of the meeting must be to conduct official college business or to provide formal training to college employees.
2. Light refreshments, for the purpose of this procedure include nonalcoholic beverages and edible items commonly served between meals, but not intended to substitute for meals (e.g., coffee, soft drinks, doughnuts, sweet rolls, fruit, and cheese).
3. Light refreshments may be served and paid with college funds for special situations or occasions only as determined by the college president or designee.
4. The cost of light refreshments may not be supported by college funds when the purpose of the meeting is to conduct the following types of activities:

1. Normal daily business of college employees
2. Regular staff meetings
3. Anniversaries, birthdays, etc. of individual employees
4. Retirements
5. Elections
6. Service on any part-time board, commission, council, committee, or similar group not authorized under the law

5. For all funds, prior approval must be obtained from the appropriate vice president at least five working days before the event. The request for approval must be in writing on the Prior Approval Form indicating the purpose of the meeting or training session, who will be attending, and how the light refreshments will be paid, i.e., employee reimbursement, direct vendor payment or charge back request.

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