Meals and Refreshments Policy

SUNY
 
Oneonta 
guide lines 
for 
requesting 
use 
of 
College 
funds 
for 
qualified meals and refreshments
 (food & beverages) 
for employees 
outside
 of
 travel status are outlined
 in
 this document.

  This
 policy
 adopts
 in
 full
 the
 New
 York
 State 
Comptroller’s 
Procurement 
and
 Disbursement
 Guideline
 No.
G‐78.

MEALS:

Employees:

 Typically,
 an 
employee
 can not
 receive 
compensation 
for 
meals 
unless
 he/she 
is
 in approved
 travel 
status. Eligibility 
for
 such
 meals 
is 
covered
 in
 the 
College 
Travel Manual
 which
 can
 be
 viewed
 at
 www.oneonta.edu/admin/acctspayable/toc.asp.


Searches:

Candidates:

 Candidates
 for
 positions 
at 
Oneonta 
may 
have 
their 
meals 
covered 
in
 one
 of
 the
 following
 ways:

• The
 candidate 
may 
submit
 for
 meals 
(and
 other 
travel 
expenses) 
using
 a
 Travel 
Voucher.

 Rates 
are 
the
 same 
as 
those 
paid 
for 
employee 
travel.

• An 
authorized
 member
 of
 the
 department
 may
 pay
 for 
the 
candidate’s 
meal 
and 
be reimbursed,
 for
 the
 candidate’s 
meal 
only, 
with 
appropriate
 justification.

 Reimbursement 
is 
at 
the 
employee 
travel 
rate.

• The meal 
is 
demonstrably
 necessary 
as 
a 
working 
meal.  

(For 
more 
information, 
see
 Working
 Meals 
section
 below.)

Search 
Committee 
Members: 

Employees
 serving
 on
 search 
committees 
may 
be 
eligible 
for
 reimbursement 
if 
the 
meal 
is 
demonstrably
 necessary 
as 
a 
working
 meal.
  
(For 
more 
information, 
see 
Working
 Meals 
section
 below.)
 
For
 guide lines 
related 
to 
faculty 
search
 committees 
refer
 to 
the 
policy, 
“Reimbursement
 Policies 
Related 
to 
Faculty 
Searches.”  

All other 
requests 
should
 be 
referred
 to
 the
 appropriate 
vice 
president.

Consultants:

 A
 consultant 
can 
receive 
reimbursement 
consideration 
for 
meals, 
excluding
 working 
meals, 
if 
such
 reimbursement 
is 
included
 in
 the 
contract.  

Guest 
Speakers
 Receiving 
an 
Honorarium:
 
A
 guest
 speaker
 receiving 
an 
honorarium 
should
 have
 a
 consideration 
for 
meals 
included 
in 
his/her 
fee 
and
 can not 
be
 otherwise
 reimbursed.

 For
 more
 information,
 see
 College
 procedure
 “Payment
 for 
Honoraria.”  

Guest
 Speakers 
NOT 
Receiving 
an 
Honorarium:
 
A
 guest
 speaker
 who
 is
 not
 being
 compensated
 for
 their
 services
 may
 receive
 some
 consideration
 by
 the
 host
 department 
by having 
an 
authorized
 representative 
pay 
for 
the 
speaker’s 
meal 
and 
be 
reimbursed 
as 
described
 in
 the
 section 
on  
“Candidate’s 
Meals.”  

Employees 
authorized 
to 
accompany
 the 
speaker
 may 
be 
eligible 
for 
reimbursement 
if 
the 
meal 
is 
demonstrably 
necessary 
as 
a 
working 
meal.  

(For
 more 
information,
 see
 Working
 Meals 
section 
below.)

Working
 Meals:

 It
 is 
the 
policy 
of 
the 
College 
to 
fund
 working 
meals 
(breakfast, 
lunch 
or dinner) 
only 
when 
they 
are 
demonstrably 
necessary,
 integral, 
beneficial 
and 
reasonable 
to perform
 official 
College 
business.
 
All 
working
 meals 
must 
be 
submitted 
to 
Purchasing
 to 
be encumbered
 prior
 to 
the
 date
 of
 the
 working
 meal.

  Justification
 for
 use
 of
 appropriated
 funds
 must
 include 
the 
following:

• Purpose 
and 
necessity 
of 
the 
meeting 
including 
an 
explanation 
why 
it 
could 
not 
be 
held
 during 
normal 
working 
hours 
(if 
applicable)

• Specific
 nature
 of
 State
 business 
being 
conducted

• Location
 of
 the
 meeting

• Number
 of
 participants
 including
 names
 and
 titles
 and
 their 
relationship 
to 
the
 business
 being 
conducted

• Cost
 of 
the
 meal

REFRESHMENTS:

It
 is 
the 
policy 
of 
the 
College 
not 
to 
allow 
payment 
from 
College 
appropriated 
funds 
for refreshments
 (food
 & 
beverages)
 at
 meetings,
 gatherings
 or
 events
 that
 do
 not
 qualify
 as working
 meals.

 Refreshments
 for 
these 
types 
of 
events 
may 
be 
funded 
from 
other 
funds 
if approved
 by 
the 
appropriate 
vice 
president.

Alcohol:

 It 
is 
the 
policy 
of 
the 
College 
not 
to 
allow
 payment 
of 
or 
reimbursement 
from 
College
 appropriated 
funds
 for 
alcoholic 
beverages.

Gratuities
 and 
Tips: 

The 
allowable 
gratuity 
rate 
for 
meals 
is 
15‐20%,
 with in 
the 
maximum
 meal
 rate 
for 
the
 area.  

For
 more
 detail 
please 
refer 
to 
the 
College 
Travel 
Manual 
which
 can
be
 viewed 
at 
http://www.oneonta.edu/procurementandtravel/travel/tips.asp

Approved by the President on April 12, 2004