2007 5324
Non-Instructional/Business
Operations
G/
SUBJECT: MEAL EXPENSES INCURRED DURING DISTRICT MEETINGS
In general, the provision of
meals at a district meeting will not be considered an ordinary and necessary
expense eligible for reimbursement or payment by the District.
Meals may be considered a
proper municipal expense where the
a) The topic(s) of the meeting must be of an
immediate nature, or there must be a pressing need to complete the business at
hand;
b) Scheduling prevents the meeting from being
held at a different time;
c) The meal must be provided during the
meeting, not at the beginning or end.
Before meal expenses for
meetings can be reimbursed or paid, the following information must accompany
the invoice or claim form:
a) Date of the meeting
b) Time of the meeting
d) Purpose of the meeting
e) Attendees
f) Reason the meal had to be served during the meeting
The Board of Education
recognizes that on occasion the District will provide meals and/or refreshments
at district meetings. Examples of authorized expenditures include refreshments
for staff at opening and closing day gatherings, Superintendent's Conference
Days, and special events attended by parents, community member, and/or
students.
When a meal is required to
be served at a meeting in a district facility, the employee shall first
consider using the District Food Service Department for the provision of such
meal before contracting with a restaurant or caterer.
In recognition of the time
and distances traveled by board members to attend meetings and the need for
adequate time to complete the Board's agenda, the District shall provide to the
Board members an evening meal preceding each board work session. Such meals are
provided in lieu of any meal reimbursement payable to board members in
accordance with Education Law 1950(2-b).
Adoption Date: November 26, 2007