Meals and catering

Financial Management Policy 30802

1 Purpose

This policy describes the general guidelines for meals and catering services at Germanna Community College.

2. Policy

Germanna Community College will pay for or reimburse individuals for actual expenses incurred, up to allowable limits determined by the State MI&E prevailing rates by location, for those meals that are deemed to fall under the definition of “business meals” as stated above.  Payments and reimbursements will be subject to Shared Service Center review and approval for compliance with the CAPP Manual, Topic Number 20335 and GCC Policy Number 30800.  Required documents must include a fully approved Business Meals form, an original itemized receipt, an agenda of business discussed during the meal (for State reimbursement from State funds), and a listing of the persons attending the business meal.

3. Process

3.1  State funds

3.1.1 Business and catered meals

Business and Catered Meals must have approval from the department head as well as the college President or his/her designee before the event takes place (business meal approval request form).  It must have a substantive and bona fide business purpose deemed essential to the mission of the college.   In addition, the meals, whether supplied from internal or external sources, require forethought on the part of the purchaser because of the Commonwealth’s allowable cost per meal allowance.

3.1.2 Payment or reimbursement

All payments or reimbursements must be made using the established procedures published for the payment of goods and services through the Shared Service Center (SSC).

3.1.3 Direct payment may be issued to the vendor for pre-approved meals that are documented in eVA and supplied by external vendors who invoice for their goods and services.

3.1.4 Payment may be made by the Small Purchase Charge Card (SPCC) program for pre-approved meals that are documented in eVA and made in accordance with the non-travel related meals section of CAPP Manual 20335 – State Travel Regulations. The SPCC card should be used only for vendors who require payment on delivery.

3.1.5 Business meals may be paid only up to specific dollar limits per person per meal. These limits depend on the locality where the meal is taken.  Current state limits are posted in the CAPP Manual, Topic 20335 under Meals and Incidental Travel MI&E.

3.1.6 Reimbursement from state funds can be claimed for business meal costs exceeding the above limits by up to 50%, with written justification and approval of the college President or his/her designee on the appropriate form

3.1.7 Restrictions on Payments from State Funds

State funds cannot be used to reimburse for the following expenses:

  • Alcohol – any expenses for alcohol during a business meal will NOT be paid from state funds.
  • Spouses – spouses of business meal participants may attend a business meal, but their portion of the expense will not be paid from state funds

3.2 Local funds

3.2.1 Business, catered, and social meals

Business and Catered Meals must have approval from the department head as well as the college President or his/her designee before the event takes place (business meal approval request form).  It must have a substantive and bona fide business purpose deemed essential to the mission of the college.

Social Meals are meals served at an event that may be primarily social in nature and not necessarily essential to the mission of the college.  However, the event must still support the mission of the college in some way, such as team building events or holiday celebrations for employees.

Refreshments and/or snacks for student events, paid from local funds, are exempt from the business meals requirements as listed above

3.2.2 Payment or reimbursement

All payments or reimbursements must be made using the established procedures published for the payment of goods and services through the Shared Service Center (SSC).

Direct payment may be issued to the vendor for pre-approved meals that are documented in eVA and supplied by external vendors who invoice for their goods and services.

Payment may be made by the Small Purchase Charge Card (SPCC) program for pre-approved meals that are documented in eVA.  The SPCC card should be used only for vendors who require payment on delivery.

3.2.3 Payment from local funds

If utilizing local funds, there is no published rate for meals.  State rates may be used as a guideline.  Good business practices should dictate what is paid per person per meal.

3.2.4 No Restriction on payments from local funds

Local funds can be used to reimburse for expenses that fall outside of state guidelines with approval by the department head and the college President or his/her designee

4. Definitions

5. References

Commonwealth of Virginia, Department of Accounts, CAPP manual, topic number 20335.
Germanna Community College policy number 30800

6. Point of contact

Director of Finance

7. Approval dates

President’s Council: March 7, 2005; October 19, 2015; June 19, 2017

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