Food and Beverage Consumption
Use of District Funds for Meals, Beverages & Snacks
Reasonable expenses for meals, beverages, and/or snacks associated with public ceremonies, working meetings, events and/or dedications are permitted provided that the events have been authorized, serve the public interest, the district derives a benefit, and they comply with this procedure. It is not the intent of the school board to displace employees’ normal expenses for meals and the board recognizes that employees and others associated with the district are expected to pay for their normal meal, beverage, and/or snack expenses.
Principals and department administrators are responsible for ensuring employees comply with this procedure when district funds are used to purchase meals, beverages, and/or snacks. Reimbursable gratuities are limited to 20% of the allowed charge for meals, beverages, and snacks. Exception to this limit may be reimbursable if the gratuity is assessed as a standard service charge by the establishment. Gratuities paid more than the reimbursable limits are not reimbursable by the school district and are the responsibility of the employee. Alcoholic beverages are prohibited.
Non-District funds (i.e., staff individually pay, or a sponsor provides the funds) may be used to provide meals, beverages, and/or snacks for events and meetings and do not require the meal and snack documentation constraint.
Meals and Light Snacks
Light snacks may be provided at meetings that are one hour or more in length if reasonable in cost. Reasonable costs are those that approximate the prices offered by the district’s Catering Services. Schools and departments are encouraged to purchase meals and light snacks from the district’s catering program. No district funds shall be used to provide breakfast to staff unless there is community participation, or it is a required part of grant funding.
Lunches and dinners may be provided to staff and participating community members at workshops, meetings, and retreats. Providing meals must comply with grant requirements in all circumstances. It is allowable for the superintendent to provide meals with meetings while conducting business of Meridian School District. The superintendent will document the attendees and the purpose of the meeting.
District Catering Services are a cost-effective option for providing appropriate meals, beverages, and snacks for meetings and events. School kitchens are also an economical source for light snacks and meals. Staff may choose to self-pay with non-district funds and use the district catering services for meetings, such as staff celebrations, which do not qualify for district funding. District catered events that are paid by staff individually need to be paid in a timely manner.
Meal & Snack Authorization Form Documentations Requirements
Beverage-only expenditures do not require approval or tracking. Meal & Snack Authorization must be completed via an on-line PDF form and printed out for all food purchased with district funds. Retain a copy of the authorization form on site for three years. Send original documentation to Accounts Payable per form distribution instructions. (See the on-line PDF form at end of this procedure.) If procurement card is used, maintain procurement card records for seven years.
Key Meal and Snack Authorization Form information includes:
- the scheduled time/date of the event,
- list of all attendees,
- the itemized detail showing meal and/or snacks to be purchased,
- estimated total cost,
- the vendor who will provide food and beverages at district expense,
- description of district benefit and approval of the event.
Examples of Acceptable and Unacceptable Meal and Snack Expenditures from District Funds
Acceptable district expenditures include open house, activities involving community and school district personnel as permitted by a grant, a meal for a curriculum development work meeting. Unacceptable activities using district funds include weekly or monthly staff meetings, parent teacher conferences, and staff related celebrations.
Meals with District Vendors: District officers and employees may not accept meals from any supplier of goods or services to the district. District funds cannot be used to pay for vendor meals.
RCW 43.03.050(3) Provides authority for school districts to reimburse for light refreshments or meals for certain business meetings involving elective officials and school district employees, regardless of travel status, to include conferences, conventions, and formal training sessions.
Adoption Date: 11/01/23
Classification: Discretionary
Revised Dates: