THE MEALS, COFFEE OR LIGHT REFRESHMENT AUTHORIZATION FORM

One Original Master of the Meals, Coffee or Light Refreshment Authorization form will be signed,

by the President and Vice Presidents. This will be filed in Accounts Payable, effective 7/1/03. The

old individual forms previously used for each event will no longer be required. The Budget Administrator, by his/her signature on the reimbursement/payment document, acknowledges the requirements for Meals, Coffee or Light Refreshments (MCLR) have been met and so stated on the reimbursement document.

For Payments to vendors or reimbursement use:

Travel Authorization (A-40)

Travel Expense Voucher (A-20-A)

Voucher Distribution (A19-2)

For Transfers to Food Service use:

Inter Office Memo, E-mail, Food service invoice or BSC reservation confirmation

The appropriate form or memo above will be:

signed by the BUDGET ADMINISTRATOR AUTHORIZING PAYMENT and

coded with appropriate budget code and

will state number of attendees and

have receipt attached and

will state, “MCLR requirements met”.

Please make yourself familiar with the “MCLR requirements”. They are as follows:

  1. AUTHORITY IS GRANTED FOR THE FOLLOWING:
  1. MEAL REIMBURSEMENT of employee(s), student(s), and authorized volunteers for the cost of meal(s) at official state business meeting(s) or formal training session(s) that meets the following requirements:

1) Away from theregular work place and

2) Critical or wise to spend state funds or special funding source and

3) Necessary to have a meeting during a meal period and

4) Integral part of meeting and

5) Outside the normal daily business of employees and

6) Within allowable food allowance rate that includes tip and tax.

(Bremerton/Kitsap County: Breakfast $9.00/Lunch $11.00/Dinner $18.00)

(MasonCounty : Breakfast $8.00/Lunch $9.00/Dinner $14.00)

  1. COFFEE/LIGHT REFRESHMENTS at Olympic College-sponsored meeting(s) or formal training session(s) that meets the following requirements:

1)Critical or wise to spend state funds or special funding source and

2)Necessary to serve refreshments and

3)Integral part of the meeting and

4)Outside the normal daily business of employees and

5) Meets definition of Coffee/Light Refreshments-

Coffee-any nonalcoholic beverage i.e. tea, soft drinks etc

Light Refreshment-an edible item that can be served between meals

6)May not be used for:

a) Anniversaries of agencies, receptions for new, existing, and/or retiring employees or officials etc

b) Any “hosting” activities. “Hosting includes, but is not limited to, those activities that are intended either to lobby a legislator or a governmental official, or are to be a social rather than governmental business event, and include expenditures for agencies are not legally authorized to reimburse.

  1. DATE (S) of meeting(s) / formal training session(s):

Effective 7/1/03

  1. PURPOSE OR ACCOMPLISHMENTS of official state business meeting(s) / formal training session(s):

Meeting/Formal Training supports the Mission and Goals of Olympic College

BUDGET ADMINISTRATOR AUTHORIZING PAYMENT AGREES THE ABOVE REQUIREMENTS HAVE BEEN MET.

“Italicized Words”/Definitions

Regular work place: Location where a state employee or state official normally performs his/her work (excludes meeting and conference rooms).

Special Funding source: Donation, Student fees, Foundation, Discretionary Money.

Integral part of a meeting: an activity within a meeting that is essential to the completeness of the meeting.

Hosting: Social rather than governmental business events, such as lobbying.

7/1/03 A/PCPE