Policy and Applicability
Many UW budgets are either not approved for food and/or alcohol purchases, or have some restrictions. Effective immediately, use this guide to ensure that all expenses charged to University budgets are allowable and appropriate for the funding source. Only gift budgets will continue to be flagged for food approval. Please see the FAQ for additional guidance regarding gifts, discretionary and grant budgets.
|Common Budget Number Types||General
|UW Medical Center||Grants &
|Gifts||Discretionary||Self-Sustaining||Aux Ent and Service Funds -Self-Sustaining||Agency|
|Budget Number Prefixes||01-07, 09-10, 73, 74, 75||08||20, 61-63, 66-68, 80||63, 65, 80, 82||64||01-07, 09, 10, 19||04, 14-16, 25||38|
|Food within per diem||3||3||2||1||4||3||3||3|
|Food cost over per diem||4|
|Food for Research||2||1||4|
|Hosting and Entertaining||2||1||4|
1 = Food purchase allowable if budget is flagged for food approval. New gift budgets will be flagged for food as appropriate by the Advancement Office when budget is set up. In a MyFD Budget Profile, Food Approval = 1. In FIN Budget Number Information, Grant Control Flag 10 = food approved. Gift budgets for capital building funds, scholarships or graduate fellowships are not eligible for food approval. If the budget is an endowment operating budget, please call Ping Tan (3-3530) in the Treasury Office for approval.
2 = Food purchase allowable when included in the proposal and funded by the sponsor or with written approval from the sponsors' authorized representative. Grant budgets may also be used for light meals and refreshments at meetings if technical information pertaining to the grant is disseminated, unless the sponsor specifically does not allow this type of food purchase (see For Federally Funded Research Projects below.)
4 = Food purchase allowable on discretionary (64-xxxx) budgets for all of the scenarios above. Department policy may require Chair, Director, Dean or VP approval, which may be delegated to a Department Administrator. Discretionary budgets do not require food approval flags or use of the food approval form.
Budgets that have a programmatic requirement for food purchases, such as 09-xxxx conference/workshop budgets, budgets for meals for athletic teams, or other revenue budget food purchases that don’t fit the food approval form criteria. Department will keep a memo on file indicating the programmatic requirement for food purchase for each budget.
Fixed Price Surplus, Royalty Income and Clinical Medicine budgets may purchase food using the food approval form for events meeting the food approval form criteria below.
For Gifts or Grants that allow alcoholic beverages or over per-diem food costs, the anticipated cost for this expense are to be transferred into a 64-XXXX discretionary sub-budget (how-to is here).
Budgets used to purchase food for patients of UW Medicine or for research subjects.
Budgets used to purchase food for resale.
Budgets used to purchase food during study abroad programs.
Use the food approval form for approval of one-time or recurring events requiring food purchases only for events meeting these criteria:
- Recognition events (such as awards for improvements, or University employment milestones)
- Training events, including student orientations
- Business meetings to conduct UW business where a meal or light refreshment is an integral part of the official meeting
- Contact Procurement Customer Service at 206-543-4500 or firstname.lastname@example.org.
- For Grants and Contract budgets, contact email@example.com or 206-616-9995.
- For help with Gift Budgets contact UW Advancement at firstname.lastname@example.org.
Purchasing compliance within budget and grant guidelines is the responsibility of the department.
- For Grants and Contracts, see Grants Information Memorandum #2 for Fiscal Roles and Responsibilities.
- For consultation and advice for gift and discretionary budgets, contact University Advancement at email@example.com.
- For additional consultation and advice on other budgets, contact Procurement Customer Service at 206-543-4500 or firstname.lastname@example.org.
- Food to support normal daily business of university employees, regularly scheduled meetings, open houses, or receptions for new employee can only be purchased from discretionary funding (64-XXXX budgets). Purchases of alcoholic beverages or over per diem amounts for food may only be purchased with discretionary funds.
- Food for hosting and entertaining may be purchased with discretionary budgets or on gift budgets with food flags.
- Food for graduation events must be paid for with discretionary funds, or gift budgets with food flags if allowed by school or college policy.
- Food purchases for lobbying a legislator or governmental official or elections or election celebrations are never permitted on any University funding source, including discretionary funds.
The meal or light refreshments must be an integral part of an official University meeting or formal training session, such as a lunch speaker, or when obtaining meals away from the meeting location would be disruptive to event continuity, etc.
Attendance by the individuals(s) must be advantageous to the UW
The purpose of the event must be to conduct official UW business or to provide formal training to UW employees or non-instructional training to students
The meeting or formal training must be conducted at a location away from the place where the employee normally performs his/her work (such as the employee’s desk or cubicle). Acceptable locations include meeting and conference rooms.
All conditions above must be met, and in addition, must demonstrate that technical information specific to the group's sponsored project is disseminated. For federal guidelines, refer to OMB A-21, section J32 & J17, http://www.whitehouse.gov/omb/circulars/a021/a21_2004.html
The event must include the formal presentation of a recognition award to one or more employees or students, such as successful completion of an extraordinary special project, acknowledgment of official University employment milestones (10+ years of service) or other outstanding achievement. Only light refreshments may be served at the event.
The meal expenditure or reimbursement may not exceed the travel per diem limit for the meal (including taxes and gratuity). Amounts over per diem may be reimbursed using a discretionary funding source only when approved by a Dean or Vice President (or by a Director, Chairperson or Administrator with written delegated authority) as department policy. If the meal is a recognition award, the amount of the meal per individual(s) being recognized is not limited to the per diem rate. However, only the meal expense for the individual(s) being recognized may be paid using University funds; the cost of meals for other attendees not being recognized must be charged to a discretionary funding source.
For recognition of employees, the total amount expended per recognition award, including light refreshments, is limited to the monetary level authorized in RCW 41.60.150 ($200 per individual or group receiving recognition). For example, if members of a team are being recognized, the amount expended for the light refreshments is limited to $200. Food served at a recognition event is restricted to light refreshments unless the actual recognition award is a meal.
Lists of attendees or invitees must be maintained by the department.
Off-campus providers (vendors) may be paid using:
Non-PO Invoice payment: f2.washington.edu/fm/ps/nonpo.
If the purchase is over $2000, either use a UW Procurement Card: http://f2.washington.edu/fm/ps/how-to-buy/procard (approval required for $2000+) or or submit an order through eProcurement.
On-campus providers may be paid via an Internal Sales Document, Cost Transfer Invoice or Journal Voucher
Reimbursements to employees when the total cost of meals/light refreshments (including taxes and gratuities) is less than $3500 can be submitted through eReimbursements.