Meals & Light Refreshments

Reimbursement for meals may be provided for certain meetings and formal training sessions for University employees and others the university is legally authorized to reimburse regardless of travel status.

Reimbursement may be authorized when the meeting or formal training is away from the employee’s regular workplace. This authority is intended for use under the following conditions.

• The purpose of the meeting is to conduct official university business or to provide formal training sessions to employees.
• The meal period is scheduled as an integral part of the meeting or formal training session. This authority is not intended for use with normal daily business of employees but rather for special situations or occasions.
• The payment for meals is approved in advance of the meeting or formal training session.

Meals will be reimbursed at the allowable subsistence rates as provided for in state policy without regard for employee’s travel status or to the Three Hour Rule.

Meals for volunteers may be included when the volunteers contribute directly to the meeting or training session. Benefit to university must be documented on the Meals and Light Refreshments form.

Allowable Activities

• Meals for search committee members and other employees, including and reporting, directly to the President, the Provost or the Vice Presidents for Business and Finance and Student Affairs when interviewing a prospective employee candidate. An interview schedule must be submitted with the Meals and Light Refreshments form.
• Mealtime off-campus meetings an employee is required to attend in an official university capacity i.e., chamber of commerce, rotary.
• Meals served at approved university retreats (as supported by the university retreats policy).
• Meals served at conferences or conventions.
• Mealtime meetings with external constituents such as, inter-institutional, inter-agency, and volunteers, where the meal is an integral part of the meeting. A formal agenda is submitted with the Meals and Light Refreshments form and the meeting is at least 2 hours in length.
• Non-routine university employee training. A formal agenda is submitted with the Meals and Light Refreshments form and the training is at least 2 hours in length. This is not intended for on the job training.
• When an employee, acting in a custodial or leadership role, must, as part of their duties, dine with students or other clients of the university.
• Other pre-approved special situations where meals are deemed appropriate.
• Meals for committee members when interviewing a prospective employee candidate.
• Approved University retreats.
• Off-campus meetings an employee is required to attend in an official university capacity.
• Meals for volunteers when they contribute directly to the meeting or training session.
• Events where fees are collected to cover the meal expense.
• Staff and departmental meetings.
• Speaker receptions when meals are an integral part of the event.
• Meals allowed by fee criteria (e.g. new student enrollment fee, international fee).

Non-allowable Activities

• Normal daily business of University employee(s).
• Anniversaries of units.
• Anniversaries of individual employees.
• Retirements.
• Elections.
• Social events/reception buffets/meet and greet occasions.
• Any “hosting” activity. “Hosting” includes, but is not limited to, those activities that are intended either to lobby a legislator or governmental official or are to be a social rather than university business event.
• Graduations/convocations/honors/recognition ceremonies.
• Student/Parent orientations not associated with recruitment.
• Memorial services.
• Building dedications.
• Open Houses.
• Recruiting events.
• Meals for non-employees, e.g., students