Policies and Procedures

Refreshment Policy

On occasion, it is in the university's best interest to host refreshments or a business meal as a necessary business practice. Prudent judgment for incurring such expenses is essential since budget resources are limited.

A. Allowable Refreshment Expenses
1. Refreshments (pastries, coffee, tea, etc.) may be provided during meetings of official university business provided the meeting does not consist entirely of university employees. Such refreshment arrangements do not require prior approval of the appropriate vice president.

2. Beverages (coffee, tea, juice, and soda) and/or pastries may not be provided in conjunction with ordinary staff meetings or other regularly scheduled business meetings consisting of employees. At times, certain circumstances may be present in which refreshment reimbursement for a staff meeting is possible. Such circumstances must have prior approval of the appropriate vice president.

3. Expenses specifically for breakfast, lunch, or dinner meetings held in connection with official university business or with the entertaining of guests visiting the university on official business must have prior approval of the appropriate vice president. Refreshment expenditures should be limited to the cost of food and non-alcoholic beverages only. THE UNIVERSITY DOES NOT PAY FOR ALCOHOLIC BEVERAGES. Lunch expenses of staff members are usually a personal responsibility; however, reimbursement of meals of employees may be allowed when:
(a) The charge is part of a conference or workshop expense;
(b) A member of a search committee hosts a candidate for a position (see section B below).
(c) A departmental employee hosts a visiting lecturer, potential donor, or other official guest to the university.

4. Ad hoc committee meetings and informal meetings consisting solely of university employees should not include breakfast, lunch, or dinner expenses except events subsidized by special allocated collective bargaining Faculty Development funds and/or other restricted monies from a non-university source. For grant-supported payments pre-approval is required by the Sponsored Programs and Research Department.

5. If the university food service operation is not available or is closed, the expense for refreshments may be processed as a reimbursement to the meeting chair with appropriate approval and source of funding. Reimbursement would occur based upon a properly completed CO-17XP Employee Voucher form with supporting documentation (including a list of all attendees) and receipts to the Accounts Payable Department for reimbursement.

6. Recognition events for employees may be hosted by the president, vice presidents, chief officers, or deans.

B. Search Meals
Meals may be provided for candidate interview situations provided:
(a) The maximum number is four people exclusive of the candidate
(b) Off-campus meals with a candidate and members of the search committee will be reimbursed via a CO-17XP Employee Voucher form with supporting documentation (including a list of all attendees) and receipts to Accounts Payable for reimbursement.

C. Non-Allowable Expenses:
It is SCSU's policy to provide payment for all reasonable and necessary expenses incurred in transacting university business. The following are specific types of expenses which are considered to be of a personal nature and will not be considered a university expense:
Birthday cakes or celebrations
Holiday luncheons for employees, including Secretary's Day
Office parties
Employee entertainment, gifts, or donations
Political events, contributions, or donations

PLEASE NOTE: Business meals/events of the university are subject to close public examination and audit and must be fully necessary and reasonable in all instances. Under certain circumstances, in the best interest of the university the president may invoke an exception to the above policy.

REFRESHMENT PROCEDURES
1) Ensure that the event is acceptable in accordance to the above policy.

2) Determine location of event. It is the responsibility of the event coordinator, not Chartwells, to be certain appropriate reservations have been made for the event. The following individuals manage the room reservations for those buildings listed beside their names.
 Connecticut Hall - Chris Piscitelli at extension 2-6188
 Student Center - Brad Crerar at extension 2-5500
 Moore Field House - Tony Aceto at extension 2-6003
 Lyman Center - Dave Starkey at extension 2-6163
 All other locations - Larry Tomascak at extension 2-6169

3) Contact Chartwells Catering Service at extension 2-6987 and arrange for food selection and service.

4) Provide Chartwells the appropriate Banner cost center, including the Banner fund, Banner organization and program.

5) The signature of the Banner cost center manager, as well as the signature of approval from your vice president is required on the Chartwells catering form. Both signatures are required to pay the invoice. Once food service is provided, Chartwells will directly invoice SCSU. Any issues related to the payment of the event must be immediately reported not only to Chartwells Catering Service, but also to SCSU's Controller's Office (extension 2-5457).

6) Chartwells Catering Service requires a 24-hour cancellation notice.