48 Paying for Meals

Allowable Departmental Food/Beverage Purchases and Luncheon Meetings:

The purchase of food and beverages from SODEXO or an outside vendor for departmental functions is allowable only when all of the following conditions are met:

• SODEXO contractually has the First Right of Refusal on all campus grounds for food services.
  • If SODEXO refuses the event see PCARD purchases below.
  • SODEXO requires a purchase order.
• Non-employees are part of a business-related function.
• The meeting must have an agenda and a clearly stated purpose.
• The function must be pre-approved by the department head and Division Vice President.
  • Pre-approval can be obtained by filling out the NIC Departmental Food/beverage Pre-authorization For Meetings and Events Form
    • Form can be found on the MYNIC site Office of Fiance and Business under Documents.
• A list of attendees must be recorded.
• Price per person should be at/below Per Diem rates.

PCARD Meals and Refreshments or Events

• Meals and refreshments are subject to the guidelines published in the college purchasing guideline. In order to provide meals or refreshments using a P-Card, the cardholder must:
  • Secure approval for the expense from their supervising vice president
  • Include an agenda, business purpose, and list of attendees with their affiliation with the college. For open house, public, or large events designed to encourage participation, please provide a list of invited guests/groups along with an estimated list of attendees.
  • Meals and refreshment purchases are not considered an acceptable use of college funds for informal or birthday/holiday get-togethers, casual meetings or regularly scheduled meetings for employees
  • Price per person should be at/below Per Diem rates.

Before the Office of Finance can authorize payment to SODEXO or process a payment request for reimbursement, or approve PCARD purchases they must receive a detailed invoice of charges accompanied by a completed Departmental Food and Beverage Authorization form found under portal documents stating the above specifications—the list of attendees and meeting agenda which outlines the purpose of the meeting. The payment request will be signed by the appropriate vice president.