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Policies and Procedures

Policy 709 – Extended Workday Meals

Effective
May 31, 2010
Last Updated
October 6, 2014
Last Reviewed
October 6, 2014
Responsible University Officer
Director of Systems and Operations
Responsible Unit
Disbursement Services

Policy Statement

Departments that require University employees to work three or more hours beyond their regularly scheduled workday or workweek and holidays may, at their discretion, provide a reasonable meal reimbursement to the employee. This policy applies to infrequent instances of reasonable meal reimbursements related to a significant extension of the workday or workweek. Employees may not receive meal reimbursements based on a frequent extension of either the workday or workweek and holidays. The employee does not have to be in travel status to receive reimbursement.

Only discretionary funds may be used for the reimbursement, and the use must be consistent with the fund authority. Reimbursement requests must be accompanied by a receipt for the meal and document the reason for the reimbursement. The name of the approving supervisor must be included in the check request notepad for audit purposes.

Reason for Policy

The policy provides clarification for infrequent instances of reasonable meal reimbursements.

Exclusions

None

Special Situations

None

Procedures

  • None

Additional Information

Frequently Asked Questions

Q: My department’s staff is working extra hours because we are moving. The staff of four employees has worked over three extra hours per day for three days this week. Can we buy pizza for dinner?
A: Pizza for four employees is appropriate as it enables work to continue, meets the definition of reasonable reimbursement, and is an infrequent event.

Q: How do we reimburse ourselves if all the extended workday criteria apply, and we purchase a meal so work can continue?
A: A campus voucher should be used, accompanied by a receipt. The approving supervisor’s name must be included in the campus voucher comments.

Related Data

None

Contacts

SUBJECT CONTACT TELEPHONE FAX E-MAIL
Extended Workday Meals Disbursement Services 919-843-5098 919-962-2356 Disbursements_team@unc.edu

History

Revised:
October 1, 2014: Updated references to campus vouchers.
May 31, 2010