Number: ADMIN 070
Effective: March 2, 2017
Department: Finance and Business
Last Revision: April 28, 2017

Purpose

To establish guidelines for CWI meetings and events including the provision of meals or refreshments and entertainment.

Scope

Applies to the use of CWI funds for meetings or events including all meetings and events where food and beverage is served for the benefit of the staff, faculty, students and guests. This policy also applies to CWI’s Foundation if utilizing funds provided by CWI.

Policy

CWI recognizes the importance of supporting professional development meetings, trainings and other events that benefit the CWI community. This policy provides guidelines regarding the use of CWI funds for such events, for the purpose of ensuring that meetings and events are conducted with fiscal responsibility and in alignment with standards established by the Board of Trustees and guidelines from the Idaho State Board of Examiners and the Idaho State Board of Education.

Guidelines

Meetings 

CWI recognizes the role and responsibilities it has to the community it serves. Accordingly, most events and meetings must be preapproved to ensure appropriate justification for the event and to verify the availability of funding. This requires that an Event, Food and Entertainment Preapproval form must be completed and approved before any expenses are realized. Events and entertainment must meet the mission and objectives of CWI as well as follow parameters set by the State of Idaho and the Board of Trustees.

  1. CWI may hold annual, quarterly and monthly meetings. Some of these events may be exempt from the prior approval forms and parameters of these guidelines. Those events are sanctioned by the Board of Trustees and the President and include the following:
    • Monthly Board of Trustee meetings
    • Monthly Finance Committee meetings
    • President’s Cabinet meetings, at the discretion of the President
  2. Annual Fall College Meeting
  3. All potential expenses for a meeting should be itemized on the pre-authorization form to ensure that there is sufficient funds in the budget to support the meeting. Some of the expenses that are often overlooked when holding an meeting are:
    • If outside of CWI’s facilities, room rental. (may need a contract review)
    • If held within a CWI facility, security expenses for off hour events. (Monday through Friday, 7:30 a.m. to 6:00 p.m.) There must be a two week advance for booking security staff. If there is a need for additional security, the same parameters apply.
    • Expenses for food and drinks (non-alcoholic only)
    • Linen, glassware, audio-visual equipment and furniture rentals.
    • Gratuity, set-up and transportation charges.
    • Expenses for any entertainment or speakers. (may need a MOU or service contract)
    • Prizes or gifts (see Gifts/Awards/Incentive Offerings Policy)
    • Printing and event promotional expenses.

Sponsors of a meeting or event should ensure that all the expenses are accounted for on the form and that any areas are identified where a contract or MOU needs to be prepared or reviewed. (See Contract Administration Policy for Contracts and Service Contracts).

Meal And Refreshment Expenses

Meal and refreshment expenses (Not including travel expenses for either CWI employees or non-CWI Individuals) are allowable if the meeting is pre-approved and meets CWI guidelines regarding the appropriate purpose and duration of and attendance at the meeting or event. Reference Appendix A for current partial day per diem allowances. They are as follows:

  1. Refreshments may be provided for meetings or training sessions at a maximum amount not to exceed the partial day state per diem allowance for breakfast provided the following criteria are met:
    • There must be a published agenda
    • The agenda/meeting is at least (3) three hours in duration or more
    • The minimum number of attendees is (5) five or more
    • A sign in sheet for meeting attendees is provided to acknowledge attendance
  2. Exclusions:
    • Regularly scheduled staff meetings shall not qualify for meal or refreshment provisions unless such meetings occur no more than quarterly and attendees are brought together from various locations. In addition, the criteria in 2.a. must also be satisfied.
    • Department sponsored social gatherings shall not qualify for meal or refreshment provisions.
  3. Meals may be provided at a CWI-sponsored event, meeting or training at a maximum allowance equal to the partial day state per diem allowance for the appropriate time of day (lunch or dinner). The discretionary amount is set by the Board of Trustees and the VPFA. Reference Appendix A for the most current amounts. They must meet the following criteria:
    • Published agenda. The meeting or training session has a published agenda and attendance by employees is mandatory.
    • Meeting Location or Scheduling. The meeting or training session location or schedule does not allow for a meeting recess.
    • The agenda/meeting is at least (6) six hours in duration or more.
    • The minimum number of attendees is (5) five or more.
    • A sign in sheet for meeting attendees to acknowledge attendance must accompany the request for payment. (exception: Annual Fall College Meeting with all staff)

Any exceptions to the policy must be signed off by the appropriate Vice-President or President before the date of the meeting. All the appropriate paperwork must accompany the request for payment.

  1. CWI reserves the rights to hold employees accountable for any misuse of CWI funds. Any employee in violation of this policy will be notified by their supervisors. It is also imperative that the approvers of the purchases review carefully all pertinent transactions and paperwork to ensure compliance with this policy. Depending upon the violation, progressive disciplinary action, up to and including termination, can occur.
  2. Alcohol is strictly prohibited. Only the President may approve any purchase of alcohol.