The appropriateness of expenditures for meals at meetings shall be determined by the department head with subsequent approval by the Director of Procurement, or designee, pursuant to these policies and procedures.The justification must include the following information:
- The purpose and necessity of the meeting, including an explanation as to why food service was necessary in order for the meeting to be a success;
- The specific nature of the State business being conducted;
- The location of the meeting;
- The number of participants, including names and titles and their relationship to the business being conducted; and
- The cost of the meal.
The Director of Procurement, or designee, is responsible for determining the following:
- The meeting is a benefit to the College;
- The cost of the meal is reasonable;
- Proper College personnel are attending;
- Alcoholic beverages are not included in the cost; and
- Appropriate adjustments in the per diems are made for the individuals in travel status receiving meal allowances.
The justification as described above must accompany the Jaggaer requisition for approval.