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IT/PPS 05.02 - Purchase of Food and Refreshments

Purchase of Food and Refreshments

IT/PPS No. 05.02 (03.02.01)
Issue No. 5
Effective Date: 2/01/2022
Next Review Date: 3/01/2023 (EY)
Sr. Reviewer: Assistant Director, Information Technology Business Operations

POLICY STATEMENT

Texas State University is committed to promoting proper financial stewardship of funds to support the education mission of the university.

  1. SCOPE

    1. The purpose of this policy is to establish guidelines for the purchase of food and refreshments for allowable activities in the Division of Information Technology (IT).
  2. RELATED DOCUMENT

    1. UPPS No. 05.03.03, Alcoholic Beverage Policy and Procedure
  3. DEFINITIONS

    1. Activities – include student banquets, refreshments for meetings and seminars, meals for staff recruitment, receptions for staff, etc.

    2. Food and Refreshments – food for human consumption, non-alcoholic beverages, and other expenses normally associated with a formal meal.

  4. PROCEDURES FOR FOOD EXPENDITURES

    1. Food purchases must further Texas State University’s educational mission by directly supporting or promoting one or more of the following:

      1. the recognition or promotion of academic achievement, athletic achievement, scholarship, or service to Texas State or the state;

      2. the promotion or communication of intellectual ideas or exchange of administrative and operational information on programs or allowable activities of the division among students, faculty, staff, administrators, or the public;

      3. the recruitment of highly qualified students or staff;

      4. the exchange of ideas with community leaders regarding Texas State’s role in the community;

      5. the assistance of the Texas State University System (TSUS) Board of Regents, accrediting agencies, other university officials, or public officials reviewing Texas State;

      6. Texas State student events or activities; or

      7. Texas State’s continuing education programs.

  5. PURCHASING PROCEDURES FOR ACTIVITIES INVOLVING FOOD AND REFRESHMENTS

    1. Meeting refreshments are permissible if a valid business purpose exists.

    2. Business meals are permissible if the following criteria are met:

      1. the main focus of the activity is to support the business and educational mission of the university;

      2. consumption of food is incidental to the purpose of the meeting;

      3. the business meal involves at least one external participant to the university; and

      4. business meals not meeting the criteria above are also permissible, with vice president approval, on a case-by-case basis (i.e., no other suitable times were available to meet between staff members).

    3. Staff and student appreciation events are permissible if students, faculty, or staff are being recognized as part of an official award program recognized by the university.

    4. The Alcohol, Flowers, Food, and Refreshments Expense Authorization form should be submitted to the account manager and associate or assistant vice president. If any of the following conditions exist, the form should then be routed for vice presidential approval:

      1. the purchase does not meet the requirements under Section 04.01;

      2. the purchase is part of a staff or student appreciation event;

      3. the purchase does not meet the stated criteria under Sections 05.01 and 05.02; or

      4. alcohol will be purchased.

  6. REVIEWERS OF THIS PPS

    1. Reviewers of this PPS include the following:

      Position Date
      Assistant Director, Information Technology Business Operations March 1 EY
      Vice President for Information Technology March 1 EY
  7. CERTIFICATION STATEMENT

    This PPS has been reviewed by the following individuals in their official capacities and represents Texas State Information Technology policy and procedure from the date of this document until superseded.

    Assistant Director, Information Technology Business Operations; senior reviewer of this PPS

    Vice President for Information Technology