BUSINESS AND FINANCIAL AFFAIRS
 

COFFEE AND LIGHT REFRESHMENTS/MEALS WITH MEETINGS
 
This applies to purchases made with all University monies.  The purchase of food for meetings is subject to State and university regulations.  The University is not required to provide coffee and/or light refreshments at meetings.
 

1),

 The Fund Financial Manager or Budget Authority insures that purchase requests meet all
  applicable conditions and approves the request.
   

2).

 The Fund Financial Manager or Budget Authority will determine that the refreshment request meets all of
  the following conditions:
  The refreshments must be essential to the completeness (i.e., an integral part) of an official University
    meeting or training session, and
  The University must require that the employee attend the meeting or formal training session, and
  The purpose of the event must be to conduct official WWU business or to provide formal training to
    WWU employees, and
  Cost per person served may not exceed $10.00 for refreshments or the allowable per diem for meals
    (SAAM 10.40.40), and
  The meeting must be away from the employee's regular work place, and
  Indicate whether or not a state of Washington facility is to be used for the event. State regulations
    require that state facilities be given preference when possible (SAAM 10.10.55). If a State facility will
    not be used, you must fill out and submit an Event/Conference Authorization Form (see Business &
    Financial Affairs Procedure 5320.02).
     

3).

 Meals for employees may be paid for with state funds for the purpose of participating in an interview
  process for a prospective employee. The number of meals is limited to four people including the
  candidate.
   
  NOTE: The state allows state funds to be used to pay for a prospective employee’s meals only for the following types of positions:
    a. An academic position above the rank of instructor,
    b. A professional staff supervisory position, and
    c. Classified positions when the position is essential to carrying out critical work of an agency
     
  Per diem still applies and alcohol may not be purchased for these meals.
     

4).

 To purchase coffee and light refreshments/meals, a Coffee/Meals authorization form must completed and
  approved prior to the event.
   

5).

 The cost of refreshments may not be supported by University monies when the purpose of the meeting is
 

to conduct one of the following kinds of activities.
  Normal daily business of University employees.
  Regularly scheduled staff meetings.
  Anniversaries of units.
  Anniversaries of individual employment.
  Retirements.
  Elections or election celebrations.
  Lobbying a legislator or government official.
  Social events, open houses.
  Extra fees charged for late orders and late payment fees.