HomeMy WebLinkAboutAmended Travel PolicyTravel Policy 1-2 Meals, Coffee, and Refreshment at
Meetings
From Kittitas County Policy Wiki
Jump to: navigation, search Kittitas County Travel Policy
(1-2) Meals, Coffee, and Refreshment at Meetings
Meal Reimbursement
Reimbursement will be allowed for meals at meetings or formal training sessions that are held
away from a traveler's regular work place, regardless of travel status and without regard to the
three-hour threshold rule. The following conditions must be met:
1. County business is being conducted at the meeting or a formal training session is being
held;
2. The meals are an integral part of the meeting or training session;
3. Total reimbursement for the meal, including tip (15% max), may not exceed the per meal
limits (see Travel Policy 2-1 Schedule A: Reimbursement Rates).
Coffee and Light Refreshment Reimbursement
Reimbursement of coffee and light refreshments will be allowed at agency-sponsored meetings
or formal training sessions with the advance permission of the Fiscal Office with the refreshment
request form.
The following conditions must be met before reimbursement of coffee and light refreshments
will be allowed:
1. County business is being conducted at the meeting or a formal training session is being
held;
2. The coffee and/or light refreshments are an integral part of the meeting or formal training
session;
3. The facility providing refreshments should send the bill directly to the County;
4. If the coordinator of the meeting or training session pays for the refreshments, a receipt
for the actual cost is required for reimbursement;
5. The coordinator must have prior approval from the supervisor for payment of
refreshments.
Please note this rule is not intended for use with the normal daily business of employees. It is to
be used for special situations or occasions only.
Because there are certain important exclusions to this rule, please check with the Fiscal office
before you arrange for coffee or refreshments at a meeting or formal training session.
Registration Fees
When the cost of a meal is included in the registration fee of a meeting or conference, the
traveler cannot claim the meal allowance for the identified meal on their Claim for expenses.
Reimbursement will not be made if you choose not to eat at the conference when the meals are
included in the registration.
County Provided Refreshments and Meals at County Sponsored
Meetings The County may provide refreshments and/or meals to County employees at select County sponsored meetings. The following conditions must be met before refreshments and/or meals will be provided: 1. County business is being conducted at the meeting or a formal training session is being held; 2. The refreshments and/or meals are an integral part of the meeting or formal training session; 3. The meeting or training is being held exclusively for County employees, refreshments and meals cannot be provided to the general public; 4. The coordinator must have approval from the Board of County Commissioners before refreshments and/or meals will be provided; 5. The Fiscal office should be consulted prior to purchase(s) of meals and/or refreshments.