UW Tacoma Administrative Directive 34.9
Purchase of Meals and/or Light Refreshments for Meetings, Training Sessions,
and Recognition Awards and Events
(Approved by the Vice Chancellor of Administrative Services, December 27, 2011)
1. Purpose: This directive serves to urge judicious application of the University of Washington Policy
and Procedure for the Purchase of Meal and or Light Refreshments for Meetings, Training Sessions
and Recognition Awards and Events, providing limited authority to purchase meals and/or light
refreshments from University funds in conjunction with meetings, training sessions and recognition
events.
2. Background: In the past, such expenditures have generally only been allowable when discretionary
funds were used.
While this policy expands the authority to use other types of funding to provide meals and/or light
refreshments in conjunction with official meetings, formal training sessions and formal recognition
events, judiciousness is emphasized in the use of this policy. As you are aware, state funds are
extremely limited. The need and benefit of using these funds to provide meals and/or light
refreshments in conjunction with a meeting, training or recognition event must be carefully
weighed against our primary responsibility to educate students. No additional state resources will
be allocated for this purpose.
3. Overview
a. The Directive addresses the University of Washington Policy and Procedure for the
Purchase of Meal and or Light Refreshments for Meetings, Training Sessions and
Recognition Awards and Events
b. This directive provides specific guidelines to the application of the UW policy in the cases of
food purchases on the Tacoma Campus.
c. This directive is consistent with the University of Washington Policy and Procedure for the
Purchase of Meal and or Light Refreshments for Meetings, Training Sessions and
Recognition Awards and Events; RCW 43.03.050; and SAAM Chapter 70.15.
d. This directive is only applicable to state funds controlled by the University. It does not
pertain to discretionary funds or grant funds where the purchase of food has been
authorized as part of the grant proposal.
e. On the Tacoma Campus the Chancellor has delegated the authority for authorization of the
purchase of meals and light refreshments on the State funds to the Associate Vice
Chancellor, Finance.
f. The ASUWT and student organizations should also consult with the Student Life Manager
for policy and procedural guidance regarding use of Student Service and Activity Fee funds
for meals and/or light refreshments.
g. For the purchase of meals and/or light refreshments in conjunction with staff or faculty
searches, also consult the supplemental guidance provided in Administrative Directive 34.8
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Purchase of Meals and/or Light Refreshments in Conjunction with
Staff or Faculty Searches.
4. Conditions to be Met
a. The primary purpose of the meeting
i. Must be to conduct official UWT business.
ii. The majority of the meeting must be devoted to conduct of the business rather
than socializing.
b. Purchase of meals and/or light refreshments for receptions and similar types of social
events may only be made from discretionary funds.
c. The meal and/or light refreshments must be considered an incidental and integral part of
the meeting.
i. The meeting or training extends beyond a regular meal-time and it is disruptive to
the meeting or training to allow participants to obtain a meal outside of the
meeting.
ii. The meeting should exceed 2 hours in length for light refreshments and 4 hours in
length for meal purchases.
d. For recognition events, only light refreshments can be purchased and the event must
include the formal presentation of a recognition award to a student or individual staff
member or a group of students or staff. Examples of awards worthy of formal recognition
include
i. Successful completion of an extraordinary special project (not routine work
assignments)
ii. Acknowledgement of official university employment milestones (10, 15, 20, 25, 30
years of service)
e. The costs of meals or light refreshments may not be supported by University funds for the
following types of activities
i. Normal daily business of University employees
ii. Regularly scheduled staff, faculty, or student government/organization meetings
iii. Open house events
iv. Receptions for new or existing employees
v. Hosting, entertaining or social activities
f. The purchase must be pre-approved on UW Form 1798 in accordance with this published
policy and procedures.
g. The cost of each participant’s meal (including tax and gratuity) may not exceed the
authorized per diem rate for that meal. Cost in excess of the authorized per diem amount
must be charged to discretionary funds.
h. Alcoholic beverages may only be purchased from discretionary funds. An itemized receipt
detailing separate charges, and a listing of participants at the meal are required.
5. Procedures
a. If the meals and/or light refreshments are expected to cost $3,000 or more (including taxes
and customary gratuities), UW Form 1798, Food and Beverages for Meeting, Training
Sessions and Recognition Awards must be approved at least 30 days prior to the event. If
the meals and/or light refreshments are expected to cost less than $3,000, the form must
be approved a minimum of 7 days prior to the event.
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b. To initiate the process for obtaining advance approval, the person in the department that
is conducting or coordinating the meeting, training or recognition event will prepare and
sign the online UWT Form 1798.
i. For requests initiated by the ASUWT or student organizations: once the form is
submitted, the Associate Vice Chancellor for Finance will forward the UWT Form
1798 via email to the Student Life Manager, who will email it back with their
approval.
ii. A list of attendees or invitees must be attached to the form.
c. After submission of the UW Form 1798 (with attachment), departments must allow a
minimum of 2 days for completion of the approval process. Only Vice Chancellor for
Administrative Services or the Associate Vice Chancellor for Finance may sign as the
Approving Official.
d. Upon approval, the UWT Form 1798 (with attachment) will be returned by email to the
preparing department and must be submitted as supporting documentation with one of
the following procurement and payment methods:
i. Petty Cash
For expenditures of $250 or less (including taxes and customary gratuities).
Immediately after the event has been conducted, a petty cash
reimbursement request should be prepared and submitted to Finance. The
UWT Form 1798 (with attachment) and vendor invoice (for direct payment
to the vendor) or receipts (for reimbursement to an individual who has
paid from personal funds) must be submitted as supporting
documentation. Consult the UWT Financial Systems Procedures and
Policies notebook that has been provided to each department for
guidance, or the online Administrator’s Toolbox, on the petty cash process
and forms.
ii. Requisition – Payment by Check or Credit Card
CHECK
For expenditures of more than $250, but less than $3,500 (including taxes
and customary gratuities:
1. Not later than 7 days prior to the scheduled event, department will
prepare an online UWT Purchase Request for submission to Finance or
enter a Purchase Requisition.
2. Forward (or send as attachment to online UWT Form 1798) the catering
contract for an approved caterer or caterer authorized by the UWT
Contracts Manager along with UW Form 1798 for signature.
3. Department may then confirm and make necessary arrangements with a
vendor.
4. Immediately after the event has been conducted, the department must
obtain and submit a vendor invoice to Finance for submission to UW
Accounts Payable in Seattle.
a. Note: Payment may not be made until service has been
performed, and the normal payment cycle is 30 days after an
invoice has been submitted to UW Accounts Payable.
CREDIT CARD
1. Departments are to forward the catering contract with U W Form 1798 to
the UWT Sr. Contracts Manager for review and approval.
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2. Payment to be made after the services have been received. The Submission
of a requisition is not required.
iii. For expenditures of $3,500 or greater (including taxes and customary gratuities):
1. Not later than 30 days prior to the scheduled event, department will
prepare a UWT Purchase Request for submission to Finance or enter a
Purchase Requisition.
2. Forward the catering contract for an approved caterer or caterer
authorized by the Contracts manager for signature attached to the online
UW Form 1798.
a. Department is to provide three quotes with their recommended
caterer indicated (upload attachment)
b. or include a Sole Source Justification (online) for selection of a
particular caterer.
3. However, UWT Purchasing must place a purchase order with the vendor
in advance of the event in order and sign the vendor contract for
payment by check, or if payment by credit card review and sign the
vendor contract for forwarding in advance of the event in order to obtain
the services; departments are not authorized to make the contractual
arrangements.
4. Immediately after the event, vendor should submit their invoice citing the
purchase order number directly to UW Accounts Payable in Seattle in
accordance with the instructions in the order (or if the vendor prefers, the
invoice may be submitted to UWT Purchasing).
a. Note: Payment may not be made until service has been
performed, and the normal payment cycle is 30 days after an
invoice has been submitted to UW Accounts Payable.
5. For credit card payments, payment is not to be made until after receipt of
services.
e. Requests for purchase of meals and/or light refreshments for meetings, training sessions
and recognition awards and events that are not processed in compliance with the
timeframes established in this policy must be charged to discretionary budgets. If a
discretionary budget is not available, payment or reimbursement will not be made.
For more information please contact the Associate Chancellor for Finance, Jan Rutledge:
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Phone: 253-692-5666
Campus mail: Box 358431
Email: [email protected]
Related regulations, policies, delegations and procedures can be found at the cited following links:
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University of Washington Policy and Procedure for the Purchase of Meal and or Light Refreshments
for Meetings, Training Sessions and Recognition Awards and Events
Washington State, RCW 43.03.050
Washington State Office of Financial Management, State Accounting and Administrative Manual,
Chapter 70.15
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UW Policy Directory, Board of Regence Governance, Standing Orders, Chapter 1.6: Delegation of
Authority, Execution of Instruments, Business Affairs, and Operations
UW Executive Order No. 14
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