HomeMy WebLinkAboutRes-2019-155BOARD OF COUNTY COMMISSIONERS
COUNTY OF KITTITAS
STATE OF WASHINGTON
RESOLUTIO~
NO. 2019-/6 J
A RESOLUTION TO AUTHORIZE AN AMENDMENT TO THE KITTITAS COUNTY
TRAVEL POLICY ESTABLISHING A COUNTY PROVIDED REFRESHMENT
AND/OR MEALS POLICY AND PROCEDURE
WHEREAS, the Kittitas County Board of County Commissioners , wishes to establish a
general policy and procedure regarding the occasional purchase of refreshments
and/or meals for County employees at County meetings at public expense; and
WHEREAS, the May 14, 1987 Attorney General 's Opinion states that for public entities to
"pay for food and drink with public money is very much the exception rather
than the rule"; and
WHEREAS, the Board of County Commissioners has deemed the purchase of refreshments
and/or meals for County employees at public expense to be appropriate in
certain rare circumstances to keep participants refreshed and productive;
WHEREAS, a Resolution is required to establish a policy authorizing purchase of
refreshments and/or meals for County employees at public expense;
NOW THEREFORE, BE IT RESOLVED that the Kittitas County Board of Commissioners
hereby authorizes an amendment to the Kittitas County Travel Policy
establishing a County provided refreshment and/or meals policy and procedure
that is attached hereto and hereby incorporated by reference.
DATED this I Si-'h day of CQ.etvbe , 2019 , at Ellensburg, Washington.
BOARD OF COUNTY COMMISSIONERS
KITTITA CQUNTY, WASHING TON
gc~thBoard
· D Deputy Clerk of the Board
Travel Policy 1-2 Meals, Coffee, and Refreshment at
Meetings
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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 T ravel Policy 2 -1 Schedule A : Rei mbursement Rates).
Coffee and Light Refreshment Reimbursement
Reimbursement of coffee and light refreshments will be allowed at agency-sponsored meetings
or forma l tra inin g se s io n s with the advance pe rmi ssion of tl:).e i cal f{i c e w ith th e refre bment
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 a.ndtor meals to County employees at select County
sponsored meetin~s. The following conditlons must be met before refreshments and/or
meals will be provided:
1. County business i,s be ,ing condHcted at the me·eting or· a formal training session is
being held:
2. The refreshments andJor n1eal.s are an integra l part of the meeting.or formal
t:rai ni ng session:
3. The meeting or training is beingbe,ld .exclusively for County employees,
refre-shme·nts and me'als cannot be provided to the gene r al public:
4. The coordinator mt1:st have·approyal from the Board of County Commissioners
before refreshments and/or meals will be prov ided:
5. -The Fiscal office should.be consulted prior to purchase(s) of meals and/or
refreshments.