Scope: This document outlines the requirements for using WESD funds for refreshments or meals at events. Travel expenses are covered separately. Generally, WESD resources should not be used for staff refreshments or meals.
Responsibility: It is the responsibility of the department/individual purchasing the food and/or beverage to understand and adhere to the rules regarding appropriate food and beverage purchases.
Definitions
Catering Services: Refreshments and meals prepared and set up by food service vendors
Conferences: Typically, large events where attendees share a common field or purpose. Conferences are day-long or multi-day events that include speakers, training and/or workshops.
Refreshments: Items such as coffee, tea, bottled water, juice, soda, fruit, pastries, chips, cookies, cake, candy, etc.
Meals: Food and beverages of a more substantial nature that are provided at breakfast, lunch, or dinner to attendees of agency-sponsored functions within these timeframes:
Breakfast: 6:00 AM to 8:00 AM
Lunch: 11:00 AM to 1:00 PM
Dinner: 6:00 PM to 8:00 PM
Working meals: A meal at which the attendance of participants is required, the meal period is designated as a work session, and it is included on the meeting agenda.
Staff Meetings: Regularly scheduled meetings throughout the year (weekly, monthly, etc.) for a single department and/or WESD employees.
Public Meeting: As defined by Oregon Revised Statutes 192.610-192.690, such as Board of Directors, Board Subcommittee, or Budget Committee meetings.
Trainings: Events in which a speaker(s) imparts knowledge to an audience that may or may not be agency employees.
Workshops: Events in which the attendees work to accomplish specific stated goals.
Retreats: Events held in a location away from the usual workplace for the purpose of developing, planning, or accomplishing specific goals.
These rules apply to day-long retreat only.
For overnight retreats, refer to the Travel Policy.
School-sponsored activities: Events specific to the students, staff, and guests of the school, such as open house, or graduation. These events are outside the normal classroom instruction. This does not include school breakfast or lunch.
WESD Funds: General funds, grants, contracts, resolution, federal, state, or any other dollars flowing through the agency.
Refreshments and Meals: clear guidelines on what is permissible and what is not when using WESD funds for refreshments and meals, ensuring that expenditures are reasonable and appropriate within the guidelines.
Refreshments: When refreshments are provided, care must be taken to assure that costs are reasonable, and the refreshments are not excessive.
Allowed – WESD funds may be used:
To purchase bulk coffee and water for all meetings, excluding regular staff meetings. Pitchers of water is the preferred option.
To purchase refreshments for all meetings when scheduled for more than 2 hours in length.
Not Allowed – WESD funds cannot be used:
To purchase refreshments for staff meetings (refreshments may be provided by staff members through use of their personal funds).
To purchase refreshments for office social events such as celebrating holidays or birthdays (staff members may voluntarily contribute personal funds for celebrations).
To purchase coffee for staff consumption during the regular workday.
To purchase bottled water for staff consumption during the regular workday unless a reasonable water source is not otherwise available.
To purchase alcoholic beverages of any kind.
Meals: When meals are provided, care must be taken to ensure that cost is reasonable and appropriate by the set dollar rate limit for meals and specifying timeframes, excluding delivery and gratuity.
Meetings should be scheduled to avoid regular meal timeframes.
Total cost of meals, excluding delivery and gratuity (not more than 15%), should not exceed $19 per person.
Not Allowed – WESD funds cannot be used:
To purchase alcoholic beverages of any kind.
To buy meals for meetings, training events and/or conferences (exceptions are noted in the Guidelines).
To purchase meals for staff meetings (meals may be provided by staff members through us of their personal funds).
To purchase meals for any meeting that is not within a meal timeframe as defined in 3.3.
To purchase meals for conferences and trainings when participants can easily and reasonably be expected to obtain a meal on their own.
To purchase meals for social events such as celebrating holidays or birthdays (staff members may voluntarily contribute personal funds for celebrations).
Working Meals WESD funds may be used for WORKING MEALS if all the following criteria are met:
The meeting is scheduled for more than 2 hours in length and is within a meal timeframe as defined in 3.3.
The meeting agenda designates the meals period as a work session.
Documentation of attendees is required (i.e. sign-in sheet).
A compelling reason and/or benefit exists for scheduling the meeting to extend into or begin within the meal timeframe. Documentation must be provided.
Business is conducted during the meal period and listed on the agenda.
Exemption – Public meetings as defined in 3.6 are exempt from these requirements.
Trainings, Conference & Workshops WESD funds may be used if one or more the following criteria are met:
The cost of the meal is part of the fee paid by attendees.
The cost of renting a conference/training facility is reduced by utilizing the facility’s on-site catering.
The location of the event limits attendees’ ability to obtain and consume a meal and return within the meal timeframe (typically one hour).
When a meal is provided at training sessions and conferences, it is not required that business be conducted during the meal period.
School Sponsored Activities
Allowed – WESD funds may be used:
For events specific to the students, staff, and guests of the school, such as open house or graduation. These events are outside the normal classroom instruction.
Total cost of meals, excluding delivery and gratuity (not more than 15%), should not exceed $19 per person.
These rules do not apply to regular school breakfast, lunch, and/or classroom snacks.
Not Allowed – WESD funds may not be used to purchase alcoholic beverages of any kind.
Other Items
Allowed – WESD funds may be used: To purchase essential serving products such as: Disposable tableware for refreshments and meals if the event meets guidelines in 4.1-4.2.
Not Allowed – WESD funds may not be used:
To purchase holiday decorations.
To purchase invitations, cards, gigs, or party favors.
To purchase punch bowls sets or other specialty serving containers.
Catering Purchase: When refreshments are provided, care must be taken to assure the costs are reasonable, and the refreshments are not excessive.
Total cost of meal (e.g. food, beverage, dessert) should not exceed $19 per person. Delivery and gratuity costs can be in addition to the $19, but gratuity should not exceed 15% of the cost.
Documentation and Payments
Documentation: When refreshments or meals are provided for a given event, the following documentation is needed to account for the use of WESD funds:
Meeting or conference agenda must include date, time, and location.
If the meeting is designated as a working meal, the agenda must specifically reflect work being done over the meal period.
Sign-in sheet confirming attendees.
Original itemized vendor invoice or receipt, including unit costs.
Payment
When submitting the Purchase Order (PO) or Purchase Card (P-card) Statement attached documentation as outlined in section 6.1.
If circumstances require that approved expenses were incurred by a staff member, agendas (if applicable) and receipts need to be included in Certify for reimbursement.
