Special Meals Policy and Procedure
Policy:
In accordance with Section VII-C of the Louisiana Travel Guide: "A department head may authorize a special meal within allowable rates to be served in conjunction with a working meeting of the departmental staff" (department head in this phrase is the President, or the President's designees, the Provost or Vice President for Administration & Finance). This request must be fully completed and approved prior to each event. Meal cost per person should fall within the PPM 49 limits.
Procedure:
For Campus Dining Services
If campus dining (ARAMARK Services) is used, an approved Request For Special Meals form is required.
P-Card
Transaction
< or = $1,000PeopleSoft
Requisition
Over $1,000Request for Special Meals Needed Yes
Yes
List of Meal Participants Needed Yes
Yes
After the event, a sign-in sheet of meal participants must be attached to the P-Card Reconciliation Log or forwarded to Procurement Specialist for attachment to Purchase Order generated from the purchase requisition in the Financial System.
For External Purchase:
P-Card
Transaction
< or = $1,000PeopleSoft
Requisition
Over $1,000Request for Special Meals Needed Yes
Yes
List of Meal Participants Needed Yes
Yes
If campus dining is not utilized for providing the meal, a requisition should be entered in the financial system for purchase >$1,000 along with a photocopy of the approved Request For Special Meals form prior to each event. If the total cost of the meal is over $1,000.00 and up to $10,000.00, then a comparison cost should be documented to establish price as fair and reasonable.
If purchase up to $1,000, then the PCard should be used.
After the event, the original invoice from the vendor plus a sign-in sheet of meal participants must be sent to the Accounts Payables Department. If purchase entered in financial system, then the requester budget unit must receipt in financial system.
The Guidelines For Special Meals is maintained by the Controller's Office at URL:
http://www.southeastern.edu/admin/controller/facultystaff/index.html