ADMIN 070 - Food And Entertainment

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. State policy requires that meetings be conducted in the most cost-effective and efficient method.  Food and Entertainment (meeting) activities conducted on behalf of CWI shall comply with Idaho and federal law, as applicable, and follow CWI’s travel policy. See ADMIN 060 – Travel and Meeting Policy.

Regulations

State of Idaho Controller’s Office, Idaho State Board of Examiners

Federal Uniform Grant Guidance

Guidelines

For audit purposes, meetings and associated purchases made prior to the latest policy revision are subject to that version of this policy that was in effect at the time the purchase process was initiated. Purchases made after the latest revision date of this policy are subject to this policy as amended.

Meetings 

CWI recognizes the role and responsibilities it has to the community it serves. Accordingly, most events and meetings must be pre-approved to ensure appropriate justification for the event and to verify the availability of funding. This requires that an Event, Food and Entertainment Pre-approval 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:
   1. Monthly Board of Trustee meetings,
   2. Monthly Finance Committee meetings, and
   3. President’s Cabinet meetings, at the discretion of the President.
2. Annual Fall College Address
3. All potential expenses for a meeting should be itemized on the pre-authorization form to ensure that there are sufficient funds in the budget to support the meeting. Some of the expenses that are often overlooked when holding a meeting are:
   1. 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 notice for booking security staff. If there is a need for additional security, the same parameters apply,
   2. Expenses for food and drinks (non-alcoholic only),
   3. Linen, glassware, audio-visual equipment, and furniture rentals,
   4. Gratuity, set-up, and transportation charges, these charges are not part of the food costs per person,
   5. Expenses for any entertainment or speakers. (may need a MOU or service contract),
   6. Prizes or gifts, and
   7. Printing and event promotional expenses.
4. If a meeting or event is being held outside of CWI’s facilities, room rental may be required including a contract that needs to be reviewed by the CWI contracts team.

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 ADMIN 000 - Contract Administration & Management Policy for all 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. The goal of meetings is the beneficial advancement of CWI.  While CWI encourages building team morale and culture, incurred expenses are not meant to support social gatherings as defined above.  If meals and refreshment expenses are to be paid by CWI, event/meeting organizers/coordinators are required to complete the Prior Approval for Events, Food, and Entertainment Form referenced below and found on the Business Office’s internal site.  This form outlines current partial day Per Diem allowances and provides further instruction/guidelines related to meal/refreshment expenses.

Exclusions:

1. 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.
2. Department sponsored social gatherings shall not qualify for meal or refreshment provisions provided by CWI.  Such gatherings are typically supported by individual employees within a department or group.

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 and be sent to Accounts Payable.

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.

Alcohol is strictly prohibited. Only the President may approve any purchase of alcohol.

Referenced:

Forms and other documentation associated with this policy can be found on CWI’s internal Business Office site under Payables and Purchasing.