70.22 - Meals and Refreshments for Official Meetings

Last updated August 24, 2005

A. General. The university recognizes the importance of sponsoring meetings and training sessions. Further, UI recognizes the need of the attendees and to ensure the best utilization of attendee time, refreshments and/or meals may be provided while attending department sponsored meetings and/or training sessions subject to the following criteria.

B. 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 throughout the state. Further, an attendee shall not be eligible for meal reimbursement due to travel status if such meal is provided while attending a meeting or training session, as identified in UI travel regulations. (Note: Department sponsored social gatherings shall not qualify for meal or refreshment provisions. Please See APM 70.20.)

C. Refreshments. Refreshments are allowed for departmental sponsored meetings or training sessions when:

C-1. Published Agenda. The meeting or training session has a published agenda and attendance by employees is mandatory.

C-2. Agenda of At Least Three Hours. The meeting or training session has an intended duration of three (3) hours or more.

C-3. Minimum Number of Participants. The meeting or training session has a minimum of five (5) or more employees attending.

C-4. Maximum Cost Allowance. The total per attendee cost of the refreshments does not exceed $7.50 which is the allowable partial day per diem amount established for breakfasts. [See APM 70.04 (E)]

D. Meals. Meals are allowed for departmental sponsored meetings or training sessions when:

D-1. Published Agenda. The meeting or training session has a published agenda and attendance by employees is mandatory.

D-2. Meeting Location or Scheduling. The meeting or training session location or scheduling conflicts do not lend themselves to a meal recess.

D-3. Meeting or Training Session Content. The meeting's business is furthered by speeches, presentations or interpersonal exchange that would not normally occur on a daily basis.

D-4. Agenda of At Least Six Hours. The meeting or training session has an intended duration of six hours or more.

D-5. Minimum Number of Participants. The meeting or training session has a minimum of five or more employees attending.

D-6. Maximum Cost Allowance. The total per attendee cost of the meal does not exceed the allowable partial day per diem reimbursement (i.e., $10.50 for lunch, $16.50 for dinner). [See APM 70.04 (E)]

E. Payment Process. Payment for those refreshments and meals as per the above qualifications should be initiated by the sponsoring department. The department should properly prepare a Claim Voucher [See APM 75.31] and attach adequate documentation and submit to Accounts Payable for processing [ ed. 7-07.]

F. Reference. State Board of Examiners policy, Guidelines for Meals and Refreshments Provided at Department Sponsored Meetings or Training Sessions, effective July 1, 1996, Office of the State Controller.