Policies and Procedures
Policy 713 – Extended Workday Meals
May 31, 2010
March 3, 2017
October 6, 2014
Director of Systems and Operations
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.
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.
|Extended Workday Meals||Disbursement Servicesfirstname.lastname@example.org|
October 1, 2014: Updated references to campus vouchers.
May 31, 2010
March 3, 2017: Refiled as Policy 713 from Policy 709 in order to group info for Independent Contractors together.