Reimbursement for meals may be provided for certain meetings and formal training sessions for University employees and others the university is legally authorized to reimburse regardless of travel status.

Reimbursement may be authorized when the meeting or formal training is away from the employee's regular workplace. This authority is intended for use under the following conditions.

• The purpose of the meeting is to conduct official university business or to provide formal training sessions to employees.
• The meal period is scheduled as an integral part of the meeting or formal training session. This authority is not intended for use with normal daily business of employees but rather for special situations or occasions.
• The payment for meals is approved in advance of the meeting or formal training session.

Meals will be reimbursed at the allowable subsistence rates as provided for in state policy without regard for employee's travel status or to the Three Hour Rule.

Meals for volunteers may be included when the volunteers contribute directly to the meeting or training session. Benefit to university must be documented on the Meals and Light Refreshments form.

Allowable Activities

• Meals for search committee members and other employees, including and reporting, directly to the President, the Provost or the Vice Presidents for Business and Finance and Student Affairs when interviewing a prospective employee candidate. An interview schedule must be submitted with the Meals and Light Refreshments form.
• Mealtime off-campus meetings an employee is required to attend in an official university capacity i.e., chamber of commerce, rotary.
• Meals served at approved university retreats (as supported by the university retreats policy).
• Meals served at conferences or conventions.
• Mealtime meetings with external constituents such as, inter-institutional, inter-agency, and volunteers, where the meal is an integral part of the meeting. A formal agenda is submitted with the Meals and Light Refreshments form and the meeting is at least 2 hours in length.
• Non-routine university employee training. A formal agenda is submitted with the Meals and Light Refreshments form and the training is at least 2 hours in length. This is not intended for on the job training.
• When an employee, acting in a custodial or leadership role, must, as part of their duties, dine with students or other clients of the university.
• Other pre-approved special situations where meals are deemed appropriate.
• Meals for committee members when interviewing a prospective employee candidate.
• Approved University retreats.
• Off-campus meetings an employee is required to attend in an official university capacity.
• Meals for volunteers when they contribute directly to the meeting or training session.
• Events where fees are collected to cover the meal expense.
• Staff and departmental meetings.
• Speaker receptions when meals are an integral part of the event.
• Meals allowed by fee criteria (e.g. new student enrollment fee, international fee).

Non-allowable Activities

• Normal daily business of University employee(s).
• Anniversaries of units.
• Anniversaries of individual employees.
• Retirements.
• Elections.
• Social events/reception buffets/meet and greet occasions.
• Any "hosting" activity. "Hosting" includes, but is not limited to, those activities that are intended either to lobby a legislator or governmental official or are to be a social rather than university business event.
• Graduations/convocations/honors/recognition ceremonies.
• Student/Parent orientations not associated with recruitment.
• Memorial services.
• Building dedications.
• Open Houses.
• Recruiting events.
• Meals for non-employees, e.g., students

Light refreshments may be authorized at certain university-sponsored meetings or formal training sessions. This authority is not intended for use with the normal daily business of employees, but rather for special situations or occasions under the following conditions.

• The purpose of the meeting is to conduct official university business or to provide formal training sessions that benefit the university or recognize university or employee accomplishments.
• The meeting involves university employees or others the agency is legally authorized to reimburse.
• The light refreshments are an integral part of the meeting or formal training event.
• The person responsible for the meeting or training session receives approval for serving light refreshments prior to the event.

Light refreshments include non-alcoholic beverage and edible items commonly served between meals, but not intended to substitute for meals, such as tea, coffee, soft drinks, juice, doughnuts, cookies, sweet rolls, pieces of fruit or cheese.

Allowable Activities

• Inter-institutional meetings.
• Board of trustee meetings.
• Cabinet level briefings/meetings.
• Non-routine university employee training. A formal agenda is submitted with the Meals and Light Refreshments form and the training is at least 2 hours in length. This is not intended for on-the-job training.
• Student recruitment functions under university recruiting strategy as administered by Student Affairs.
• Other pre-approved special situations where light refreshments are deemed appropriate.
• Employee recognition ceremonies intended for all university, not departmental (subject to provisions of RCW 41.60.150).
• Light refreshments for search committee members when interviewing a prospective employee candidate.
• Approved University retreats.
• Meetings with external constituents (e.g., inter-institutional, inter-agency staff.
• EWU Board of Trustee meetings.
• Graduations/convocations/honors/recognition ceremonies w/ EWU leadership attendance.
• Staff and departmental meetings.
• Speaker receptions when refreshments are an integral part of the event.
• Student recruitment functions as administered by Student Affairs.

Non-allowable Activities

• Normal daily business of University employee(s).
• Anniversaries of units.
• Anniversaries of individual employees.
• Retirements.
• Elections.
• Social events/receptions/meet and greet occasions.
• Any "hosting" activity. "Hosting" includes, but is not limited to, those activities that are intended either to lobby a legislator or governmental official or are to be a social rather than university business event.
• Student/Parent orientations not associated with recruitment.
• Memorial services.
• Building dedications.
• Open Houses.

The appropriate dean, director, or vice president must approve the expenditure of meals and light refreshments for meetings or formal training sessions prior to the event via a Meals and Light Refreshments form.

For certain events, a formal agenda or schedule of events and list of attendees must be submitted when completing the Meals and Light Refreshments form.

All documents to secure meals or light refreshments must be completed and submitted to Purchasing or Event Planning prior to the event.

Submit a properly completed Travel Authorization (TA) form, Meals and Light Refreshments form and original itemized receipts to the Travel Accounting Office, or

Submit a Purchase Requisition form, Meals and Light Refreshments form, original itemized receipts and invoice voucher to the Purchasing Office, or

Submit the proper paperwork and Meals and Light Refreshments form to the Event Planning Office.

Approved by: President's Cabinet Dated: May 21, 2001.

Changes to Policy Effective August 10, 2015

Additions to list of allowable activities for meals:

• Staff and departmental meetings.
• Speaker receptions.
• Student meals allowed by fee criteria (e.g. new student enrollment fee, international fee).

Additions to list of allowable activities for light refreshments:

• Graduations/convocations/honors/recognition ceremonies with EWU leadership attendance.
• Student recruitment functions as administered by Student Affairs.

Coffee and Light Refreshments - For state purposes, coffee encompasses any non-alcoholic beverage, such as tea, soft drinks, juice, or milk. For state purposes, a light refreshment is an edible item that may be served between meals, for examples doughnuts, sweet rolls, cookies and pieces of fruit or cheese.

Formal Training Session - Non-routine employee training supported by a formal agenda and at least 2 hours in length. This is not on-the-job training.

Integral Part of the Meeting - An activity within a meeting that is essential to completeness of the meeting, i.e., speaker during lunch or business discussion through lunch period per formal agenda. Certain situations require the meeting to be at least 2 hours in length.

Official University (State) Business - Activities performed by an official or state employee, authorized volunteer, contractor, work experience program participant, student or employee of another governmental jurisdiction as directed by his or her or as required by the duties of his or her position or office.

Regular Workplace - The location where a state employee or state official normally performs his/her work (excludes meeting and conference rooms).

Volunteer- Individual who contributes directly to meeting or formal training session. The benefit to the university must be documented on the Meals and Light Refreshments form.