MEALS & REFRESHMENTS REGULATION
From time to time, meals and/or refreshments may be deemed appropriate for a particular meeting, or event or situation.
Whenever meals and/or refreshments are ordered, the person making the request shall follow the following procedure:
Submit a request to the Superintendent or his/her designee to indicate the date, purpose of the meeting, and identify the group in attendance. It is acknowledged that meal and/or refreshment expenditures may be incurred as an extension of the responsibilities of employees or to continue to enhance a specific activity or event that is being held for a business purpose. An estimate of the cost should be included with the request and the Food Service Department should be asked to supply such meals and/or refreshments when appropriate. In such instances, documentation as noted above shall be submitted to the business office for the purpose of audit and possible reimbursement. In an instance where a receipt has been lost or not obtained, at the discretion of the Business Administrator, a signed statement may be submitted as a substitute document.
Examples of authorized categories include, but are not limited to a meal with a consultant employed by the district, a meal provided to a committee or working group whose responsibilities require working thorough the meal hour, or other specific circumstances for which working throughout the meal hour is advantageous to the district.
Meal costs (excluding alcoholic beverages) included for travel-related approved conferences shall be regulated by the conference request/reimbursement forms. Meal reimbursement for district-related non-travel activities shall be guided by the rate identified on conference request/reimbursement forms.
Adopted On: 6/12/06