Refreshments or meals at departmental functions can be paid with university funds when the activity meets one of the following criteria:

  • Training or workshop lasting at least two hours.
  • Departmental staff retreat with written agenda and held away from the normal work location and in a private room.
  • Employee working meal with required attendance and business conducted during the meal period (as documented in meeting agenda). Location is not at a restaurant, unless in a private room. (This option should be used infrequently.)
  • Employee meal provided at worksite during an overtime period, two or more hours beyond the end of employee’s work shift, when duties prevent the employee from taking a meal break. This must be clearly documented.

University funds cannot be used to pay for employee meals or refreshments for regularly scheduled departmental meetings.

The request for payment must:

  • Document the purpose of the function, agenda, names of the attendees, and why that time of day was necessary (if a meal).
  • Be accompanied by an itemized receipt showing the method of payment.

NOTE: Meals and refreshment costs cannot be paid with Petty Cash funds nor with the departmental purchasing card.