Special Meals Policy and Procedure

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.

 

PPM 49 In-State meal cost: Breakfast $8.00 / Lunch $12.00 / Dinner $18.00

  

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 = $1,000  
PeopleSoft
Requisition
Over $1,000  
Request 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 = $1,000   
PeopleSoft
Requisition
Over $1,000   
Request for Special Meals Needed    

Yes

Yes

List of Meal Participants Needed

Yes

Yes



If campus dining is not utilized for providing the meal, arequisition must beentered in the financial system for purchase>$1,000along 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 $5,000.00, 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 thePayables 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.selu.edu/admin/controller/facultystaff/travel/forms/ guidelines_spmeal.pdf



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