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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. 2
Revised: 9/25/2018
Effective Date: 11/01/2017
Next Review Date: 2/15/2019 (EY)
Sr. Reviewer: Assistant Vice President, IT Business Operations


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

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

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


    1. Food purchases must further Texas State’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 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 program of Continuing Education.


    1. Meeting refreshments are permissible so long as a valid business purpose exists.

    2. Business meals are permissible so long as 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;

      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 so long as 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 reviewed and 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 president approval:

      1. The purchase does not meet the requirements under Section 03.01;

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

      3. The purchase does not meet the stated criteria under Sections 04.01 and 04.02; or

      4. Alcohol will be purchased. A copy of the Alcoholic Beverage Activity form must also be attached.


    1. Reviewers of this PPS include the following:

      Position Date
      Assistant Vice President for IT Business Operations February 15 EY
      Vice President for Information Technology February 15 EY

    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 Vice President for IT Business Operations; senior reviewer of this PPS

    Vice President for Information Technology