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For any questions please send e-mail to: NDSU.Policy.Manual@ndsu.edu

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SECTION 170: PAYMENT OF MEALS FOR STAFF AND GUESTS

SOURCE: SBHE Policy Manual, Section 806.1

1. Staff members must pay for their own meals in the community in which they are employed.

   a)

   Exceptions to this policy are provided for the following:

   1.1

   Functions attended at the request of and on behalf of the institution, including recruiting of staff and faculty, business meals with university guests, staff retreats (limited to one retreat per year for any one unit). Meal reimbursement will be at actual cost. Activities are subject to the following:

   a)

   The primary purpose must be business related.

   b)

   The employee must have either been required to attend or attendance was approved by his or her supervisor or employer.

   c)

   There must be at least one university guest present at a business meal. A university guest must be a non-employee of NDSU. (Spouses of employees will normally not qualify).

   1.2

   Meals included in the cost of a conference or seminar are guided by Policy 515, part 6.2.

2. The university may pay expenses, including meals and costs of coffee and other beverages or snacks, for hosting dignitaries, guests, seminars and conferences; however, institutions may not use public funds to purchase alcoholic beverages.  The university may pay expenses of coffee or other nonalcoholic beverages and snacks for institutional meetings or other employee functions.    (Source:  State Board of Higher Education Policy 806.1,  part 2).

   a)

   Institutional meetings may include monthly staff meetings where the business purpose of the meeting is clear. The best way to make the purpose clear is to have a formal agenda.

3. In situations where the Accounting Office disagrees with a department's interpretation that a payment is an allowable expense under this policy, the payment will be routed to the appropriate Vice President for approval.

   a)

   If the Vice President does not support the purchase, the employee will need to personally fund the expense.

   b)

   Some expenses may be more appropriately paid for by a source outside of NDSU, such as a foundation or other organization.

   (Payment will not be approved for purchase of food or beverages, including coffee breaks for departmental activity unless the activity meets one of the functions described above.)

   (Names of either the individuals or official groups attending a meal, as well as the purpose of the activity involved, should be included on a Banquets & Meetings Documentation Form. This documentation form must be attached to the Request for Payment form for payment of any meals under this policy.)

NOTE: Statements in parentheses have been added to assist with the administration of the policies.

HISTORY: July 1990; Amended April 1992, November 1992, January 2003.