Controller's Office

MER Meals, Entertainment, and Refreshments

The scope of these two policies is the maintenance of appropriate and reasonable guidelines for expenditures relating to business meals, entertainment, and other social events conducted in connection with College business. Business meals and entertainment expenditures in all instances must clearly identify the benefit to the College even when local funds are being used.

Policy 4.116 Employee Meals & Refreshments
Lewis-Clark State College recognizes the importance of conducting meetings and training sessions for employees and understands that, due to scheduling constraints, it is not always possible to schedule these events outside of normal mealtimes. However, in all cases, there must be a clear, documented business purpose for the event that indicates the benefit to the College. Employees must be vigilant when spending state funds on meals and refreshments to ensure that all purchases align with governing authority and support the prescribed objectives of the College. Refer to the policy and Matrix below for specific requirements.

Policy 4.117 Entertainment, Public Relations and Related Expenses
Lewis-Clark State College recognizes the need for official functions which advance and promote the reputation, status and economic position of the College consistent with its role and mission. Entertainment, public relations and related expenses may be reimbursed only when such activities support the prescribed objectives of the College. Refer to the policy and Matrix below for specific requirements.

 

Expenditure Types

 

State Appropriated

Funds (10, 12)

 

Local Funds

(11,30,31,32,34,35)

 

Grant & Contract

Funds (20,25)**

 

Club Funds (50)

 

Meals and refreshments for business meetings or retreats to conduct LCSC business or promote staff and student development.

(Subject to Policy 4.116)

 

YES

 

YES

 

YES

 

YES*

 

Authorized awards or recognition programs for employees

 

NO

 

YES

 

NO

 

YES*

 

Official recruiting costs for faculty and staff positions.

(Subject to Policy 4.117)

 

YES

 

YES

 

YES

 

YES*

 

Social events such as birthday parties, holiday parties, office parties, baby showers, etc

 

NO

 

NO

 

NO

 

NO

 

Flowers for employees, spouses, members of LCSC advisory boards, & others significant to LCSC

 

NO

 

YES

 

NO

 

YES*

 

Political contributions and/or fund raisers

 

NO

NO

NO

NO

Bereavement, or recognition gifts

 

NO

YES

NO

YES*

Alcohol, if authorized

(Subject to Policy 4.117)

 

NO

YES

NO

NO

Entertainment, PR and related expenses for official functions

(Subject to Policy 4.117)

 

NO

 

YES

 

YES

 

YES*

 

Personal memberships in social, non-professional organizations (e.g., golf course, or athletic clubs)

 

NO

 

NO

 

NO

 

NO

 

 Note: All requests for exception to the above restrictions must be specifically identified on the Meal/Entertainment Request and approved by the President.

*Unless specifically prohibited by donor or club objectives

**The grant or contract agreement may specifically address an expenditure type identified in this matrix.If so, the agreement takes precedent. Federal grants and contracts are subject to the requirements of OMB Circular No A-21 that generally links expenditure allowability to institutional policy.