Travel Meals and Refreshments (GA-22, Rev.1)C ITY O F DELRA Y BEA C H
A D M IN ISTRA TIV E PO LI C IES A N D PRO C ED URES
DEPARTMENT:
SUBJECT:
REVISION:
APPROVED BY:
General Administration
Non-Travel Meal and
Refreshments
POLICY NUMBER:GA-22
SUPERSEDES:GA-22,Rev.0
(April 18,
2008)
PURPOSE
GA-22.0 PURPOSE
This policy provides guidelines when meals and refreshments may be paid for with City funds.Applicability
of this policy is limited to non-travel business meals and refreshments.Non-travel would include meetings,
training sessions,conferences,or other City sponsored events to conduct official City business.This policy
does not apply to reimbursement or provision of meals and refreshments to employees or authorized
individuals,including volunteers and City Commission members,while the employee or individual is on
travel status.This policy is intended to provide guidelines to help decision-makers determine the prudence
of purchasing non-travel meals and refreshments with City funds.The cost of non-travel meals and
refreshments should be reasonable and not excessive.All requests must be within approved budget line
items.Reasonable as determined by care and conduct under any common set of facts,as decided through
judgement,good practice or public opinion.
POLICY
GA-22.1 PROCEDURE
Meals are defined to include food and beverages provided at breakfast,lunch or dinner.Employees may
be reimbursed for meal expenses in anon-travel status while in attendance at an official City function,
hearing,or when hosting an official guest of the City.All requests must be approved by the Department
Head or designee.If a department wants to use City funds for an event not listed,then a written request
needs to be submitted to the City Manager prior to the event,detailing the reasons and the relationship to
City business.If the City Manager approves the request,the original signed documentation must be
included with the payment request.Purchases of meals at a restaurant using a City purchasing card are
expressly forbidden.Tips cannot exceed 18%and must be approved by the City Manager.This includes
restaurant meals as well as delivered food.Examples of meal expenses while in non-travel status are:
Meal Expense s for an Official Guest of.the City -original receipts,a list of guests including name and
positions,and an explanation of the purpose which must delineate the actual benefit to the City,must be
attached to the reimbursement request.If confidentiality is a concern,the City Attorney's Office shall be
consulted.
Reimbursem ent in a Special Situation -During times of unplanned and unscheduled overtime,employees
Non-Travel Meal and Refreshments
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involved in emergency work may be inconvenienced in the consumption of meals and other normal
subsistence.This includes employees who are required to stay in their work area for an extended period
of time and the extended period is substantially past a normal meal time.Department heads or supervisors
in charge of the emergency work or extended work period are authorized to decide when circumstances
warrant the purchase of meals/refreshments that support a continuing work effort.Justification for the
expense shall be attached to the payment request.
Certain Official Meetings and Conferences -This encompasses meetings where business meals are served
and the purpose of the meeting is to conduct official business,provide training,or participate in the civic
structure of the City;and the meals are an integral part of the business meeting.This includes formal
training sessions,professional meetings,civic meetings,and service clubs.The City Manager,Department
head or designee must provide written approval in advance of the meeting.
Attendance at Non-Cly functions -Sometimes employees,based on the position that is held in the City,
are expected to attend various functions as a City representative.In this instance,the City will pay the cost
of City employees only.
[able Sponsorships -The City may wish to support local fundraising events by purchasing a "table".This
purchase must be pre-approved by the City Manager or the City Commission with an explanation and
documentation of event.A list of participating employees,the public purpose of the meeting,and official
guests of the City,if applicable,must be provided.
GA-22,Z REFRESHMENTS:
Refreshments are defined to include beverages such as coffee,tea,bottled water,juice,soda and similar
liquid refreshments as well as sugar and creamer.Food items such as fruit,pastries,chips,cookies,cake,
candy,etc.,are considered refreshments.Essential serving products such as paper plates,cups and plastic
utensils may be purchased with City Funds.
Allowale /Ses;City funds may be used to provide refreshments for the purposes or events listed below.
If a department wants to use City funds for an event not listed,then a written request needs to be submitted
to the City Manager prior to the event,detailing the reasons and the relationship to City business.If the
City Manager approves the request,the original signed documentation must be included with the payment
request.
Business meetings with employees and the public,such as task force,advisory boards,etc.
Business meetings or training events that are scheduled to last 3 hours or longer and are held
over a normally scheduled meal period.
Staff retreats held for the purpose of work-related planning.
City sponsored employee recognition (such as safety or attendance)or volunteer recognition
programs.
Light refreshments for employee retirement parties held on City premises during work hours.
City sponsored events or programs such as ribbon cutting ceremonies,turkey trot,etc.
Coffee,tea and related supplies for normal departmental operations,with City Manager advanced
approval.
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GA-22.3 DOCUMENTATION:
When meals or refreshments are provided,by the City,for an allowable event,the following record keeping
needs to be provided:
Written agenda for the meeting,training session or conference.
If event is hosted by the City,a written list of attendees.
The purpose or accomplishments of the meeting (City business).
An original itemized invoice or receipt,including unit costs,from the vendor who provided meals
or refreshments.
The above documentation must be provided whether a check request,petty cash,purchase order or the
City's Purchasing Card (when allowable)is used for payment.
Prohibited Use s
City funds must not be used to provide meals or refreshments for:
Regularly scheduled staff or planning meetings.
Office social events such as holidays,birthdays,anniversaries,receptions,promotions,and
showers (such as wedding or baby).
Voluntary off-site social events such as retirement,holiday or promotion celebrations.
Purchase of alcoholic beverages.
New,existing,or retiring employees