Subject/Title

 

Policy Number

5.01

Food Expense Policy 

Effective Date

February 11, 2002

Revised February 14, 2008

 

Department  Administrative & Financial Services

Issued by:

Kathy Brooks, OUCOM CFO

Approved by:

John Brose, D.O., Dean

 
       

The Ohio University College of Osteopathic Medicine (OU-COM) food policy establishes controls in regard to meal/refreshment expenses associated with OU-COM events and meetings in conjunction with related Ohio University Policy and Procedures.

 

This policy defines allowable and non-allowable food purchases and pertains to all food purchases regardless of the funding source (i.e., operating, grants, CORE, foundation, discretionary, etc.).   

 

Allowable Food Expenses

  • Student functions (i.e., graduation, orientation, all student meetings, etc.)
  • Major College functions (i.e., Service Awards, Founders Day, Convocation, etc.)
  • Meetings with outside constituents (Primarily the Dean’s Office, Alumni Relations, and Development)
  • Meals while on travel status in accordance with Ohio University’s Travel Policy

 

Non-allowable Food Expenses

  • Meetings with only Ohio University employees in attendance
  • Any item/event other than those listed above

 

Request for exceptions to this policy must be made in writing to the Dean prior to the meeting/event.  If prior approval is not received, then the expense will not be allowed/reimbursed. If paid on p-card without approval, you will be personally responsible for expense.

 

PROCEDURE:

A written request (e-mail or memo) must be submitted to the Dean fifteen (15) days prior to the function/meeting.  Information required within this request includes the purpose of the event/meeting, dates and times, attendees, estimated cost, funding source, and approval by the department/unit head.

 

If approved, the Dean’s Office will return the form to the department with a copy sent to OU-COM Chief Financial Offficer The approved request should be attached to the Request for Payment or P-Card statement along with the invoice.  For P-card transactions, include in the notes section of PARIS a statement that the meeting/event was approved by the Dean.

 

The Dean’s Office will also return request denials to the department as well as a copy to OU-COM Chief Financial Officer.

 

Funds budgeted in 46100 or 461900 (Business Meetings or Entertainment) object codes can only be spent on approved food expenses and will not collapse at year end as part of the other departmental requested budget. 

Last updated: 12/18/2009