Food and Refreshment Policy - State Funds

This document is intended to clarify and update the UW-Superior policy and procedure pertaining to the expenditure of state funds for food and refreshments.  This policy does not pertain to staff and students when in travel status, or to search and screen committees.  State funds include all UW-Superior funds (all cost centers in WISER), including, but not limited to, funds 102, 104, 128, 131, 132, 133, 136, 144, 150, 189, 233, and 402.  Food and refreshment costs associated with UW-Superior sponsored business meetings may generally be covered by state funds if they are actual, reasonable, and necessarily incurred in the discharge of official duties, as indicated in the following guidelines or with approval by the Vice Chancellor for Administration and Finance.

A.  Faculty and Staff Meetings

  1. Refreshment break expenses are allowable when a meeting is scheduled to last three hours or longer or when the meeting takes place outside of the normal business hours of 7:45 a.m. – 4:30 p.m. (including meetings that overlap this time frame by a reasonable period of time).
  2. Meal expenses are allowable if the meeting is scheduled to last five hours or longer.

B.  Student Events*

Student events are events that are held primarily for the benefit of students, events where the majority of participants are expected to be students, and/or events that are paid for using      segregated fees or student organization fundraised money as a primary funding source.

  1. Refreshment break expenses (other than segregated-fee funded) are allowable when a meeting is scheduled to last three hours or longer.
  2. Meal expenses (other than segregated-fee funded) are allowable if the meeting is scheduled to last five hours or longer.
  3. Program fees (e.g., Orientation) may include refreshments and meals of student participants, if so indicated in the program announcement.
  4. Segregated fee funding may be used for meals or refreshments if the student organization has obtained approval as part of the SUFAC budget prior to the event.

      *Student organization fundraised money is an exception to this policy.

 C.  Meetings Conducted for the Convenience of Community Members

  1. Meal or refreshment break expenses are allowable when a meeting is scheduled to last 90 minutes or more in length, or when the meeting takes place outside of the normal business hours of 7:45 a.m. – 4:30 p.m. (including meetings that overlap this time frame by a reasonable period of time), and when there is expected to be an appropriate mix of community members and staff members in attendance.

D.  Receptions

Reasonable food and beverage costs are allowed when a department is hosting a reception or program that is for purposes of promoting the mission of the university or department.

E.  Definitions

  • Refreshments include items such as coffee, tea, water, soda, cookies, brownies, bars, rolls, fruit, bagels, vegetables, nuts, popcorn, chips, egg rolls, meatballs, chicken wings, etc.
  • Meals include items such as pizza, sub sandwiches, hamburgers, hotdogs, sandwiches, sandwich platters, chicken, steaks, etc.

F.  Athletics

  • Meals provided to athletes during the course of a season (preseason activities included) are exempt from this policy.

Please Note: In every instance where State Funds will be used to cover food expenses, as described above, a Request for Payment of Catered Food Service form with the required documentation and approval signature must be completed and provided to Chartwell's prior to the date of the meeting or event.If these guidelines are not followed, the Cost Center Manager may be responsible for identifying non-State Funds to cover any costs that may have been incurred. 

Request for Payment of Catered Food Service

Approved Alternate Food Suppliers