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Food Service Orders

Food Service Authorization Form

Click to download Authorization form in PDF format.

Reimbursement for Food Service

(Refreshments, Luncheons and Dinners) (January 1, 2004; reviewed July 21, 2006)

A. Authorities:
1. Suffolk County
Suffolk County does not allow the use of public funds to pay for food service for business meetings. It is constrained by Article VIII 1 of the State Constitution, entitled: "Gift or loan or credit of local subdivisions prohibited; exceptions for enumerated purposes." No enumerated purpose is delineated that allows for hospitality, meals or refreshments.

Under federal regulations, federal contracts and awards are governed by the administrative rules of the recipient agency, unless specifically excluded by legislation, so federal awards (including state-pass through awards) are governed by the rules of Suffolk County.

The county allows reimbursement for meals authorized as part of approved business travel or under the aegis of collective bargaining agreements.
2. Plan C - Memorandum of Understanding Does Not Exempt the College from County Constraints

Plan C does not authorize the purchase of refreshments, lunches and dinners.

3. State Education Law - Allowable Expenses
  a. Allowable Expenses -- Expenses relating to refreshments, luncheons and dinners (are allowable) if for the purpose of conducting official college business. (The purpose of each meeting and the names of persons in attendance, with a statement of their official relationship to the college, must be maintained for audit purposes). (Sect 602.4 (d)(16))
  b. Not Allowable Expenses (Sect 604.4(e) (1), (3), (4), (6) and (11))
    i. Expenses of . . . . educational programs where such programs have not been approved by the State University;
    ii. Contingency expenses;
    iii. Food service and bookstore expenses and losses . . . where such are subcontracted;
    iv. Student activity functions, such as student receptions; and
    v. Costs of food, beverages and entertainment for college social functions.
  c. Interpretation of official college business
    i. "Expenses related to luncheon and dinner meetings are an allowable operating
expense . . . if the purposes of such meetings are to conduct official college business and such meetings are called by the college trustees or president. (The purpose of each meeting and the names of persons in attendance with a statement of their official relationship to the college must be maintained for audit purposes.) Letter from Ronald E. Fink, Associate for University Financial Analysis to Kevin Hanlon, Associate Dean, Administration, July 2, 1975.

B. Allowable Use of Operating or Grant Budget Funds
  1. Authorized by the terms and/or conditions of a grant or other extramural award (grant budget funds)
 
    a. Specifically authorized by the terms and conditions of the grant.
    b. Logically implicit in the program requirements of the grant.
 
  2. For official public meetings (grant or operating budget funds):
 
    a. Publicly announced meetings (i.e., the Board of Trustees);
    b. Advisory board of approved college programs, when half or more of those in attendance are non-college/county employees;
 
  3. For meetings directly and materially related to college business:
 
    a. Accreditation meetings;
    b. Program certification meetings;
    c. Meal reimbursement for prospective professional staff when interviewing;
    d. Full-day meetings (scheduled for seven or more hours), approved by the President, by staff to conduct official college business where for clearly delineated reasons it would have been impossible to structure the meeting in other ways; and
    e. Speakers, workshop/conference coordinators, honorarium, lecturer, where there is an expressed or implied (written) understanding that such expenses would be provided in consideration for their services.

C. Other Funding Must Be Obtained:
 
  1. Campus social functions
 
  2. Department, committee, advisory groups, etc. meetings
 
  3. Guests and visitors
 
  4. Speakers, workshop/conference coordinators, honorarium, lecturer, where there is no expressed or implied (written) understanding that such expenses would be provided in consideration for their services.

D. Procurement Policies and Procedures Governing the Provision of Food Service(s):
 
  1. All purchases supported by operating budget or grant funds require completion, approval and issuance of a college purchase order in advance (PD).
 
  2. Purchase orders must be completed and approved no fewer than 15 days before service is required.
 
  3. When meal service is provided, total expenses will not exceed the per meal allowance authorized by the county (currently, $12/meal) per attendee.
 
  4. All meal service will be provided on campus, unless external locations are required by the terms/conditions of an extramural award or are approved by the President on the written request of the area Vice President and the Vice President for Business and Financial Affairs.
 
  5. When food service being paid for by college funds is provided on campus, the college's food service concessionaire will be used, except as specifically authorized by the president.
 
  6. When food service is authorized off campus, the college's procurement rules will be used to secure a vendor (for all purchases, including those of less than $500).
 
  7. When seeking authorization for and reimbursement for expenses related to conducting official college business, requests will clearly delineate the official business rationale.
 
  8. The college does not provide breakfast, unless specifically authorized by the President.
 
  9. Lunch may be provided for meetings that begin before 10:00 and end after 2:30.
 
  10. Dinner may be provided for meetings that begin after 3:00 and end after 7:00 PM.
 
  11. The college allows refreshments to be served for meetings of six hours or more in duration, ending before 5:00 PM or starting after 4:00 PM and ending after 6:00 PM where dinner is not provided.
 
  12. Meals for staff will be reimbursed when it would be impractical for the meeting to adjourn while they obtain their meal and they comprise fewer than half those in attendance at the meeting.
 
  13. A formal agenda is provided as part of the request for food services which outlines the structure of the meetings and demonstrates the need for food service.
 
  14. Decorations, linen, flowers, etc. are not allowable expenses and will not be authorized as part of a food service order.
 
  15. In the conduct of its activities, the college will manage its schedules to minimize the use of college operating funds to purchase refreshments, lunches and dinners.
 
  16. Petty cash funds may not be used to purchase food or food service.
 
  17. When determining whether or not more than half or more of those in attendance can be provided meals, governmental employees (federal, state, county and college) should be excluded (memo from Kevin Hanlon, July 23, 1975).
 
  18. Alcoholic beverages are not allowable expenses.
 
  19. Requests for unauthorized services will be returned to the purchaser for payment.