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HOME > College Administration > Policy and Procedures > Policy for Use of Coffee and Light Refreshments

Policy for Use of Coffee and Light Refreshments

Coffee and light refreshments may by used at meetings and formal training sessions of the College, at College expense, only under the provisions of this policy.

The President may approve the serving ofcoffee and light refreshments in the conduct of official state business at certain College-sponsored meetings. This authority is not intended for use with the normal daily business of employees or officials, but rather for special situations or occasions, as determined by the President, where:

  1. The purpose of the meeting is to conduct college business, provide formal training sessions that benefit the state, or recognize college or employee accomplishments; and
  2. The meeting involves elective or appointive officials, state employees, or others the agency is legally authorized to reimburse (RCW 43.03.050); and
  3. The coffee and/or light refreshments are an integral part of the meeting; and
  4. The college obtains a receipt for the actual costs of the coffee and/or light refreshments, and
  5. The college person responsible for the meeting receives college approval for the serving of coffee and/or light refreshments prior to the event.

The Board of Trustees may provide coffee and/or light refreshments at their official public meetings, including executive sessions.

The college may make, under provisions of RCW 41.60.150, expenditures for coffee and/or light refreshments as a part of a recognition award. The total amount expended for the recognition award, including the coffee and/or light refreshment, is limited to the monetary level contained in RCW 41.60.150. Such expenditures for recognition awards are to be accounted for under object code "EG." 

The College is not required to provide coffee and/or light refreshments at meetings.

The College may not make expenditures for coffee and/or light refreshments in the following situations:

  1. For anniversaries of agencies, receptions for new, existing, and/or retiring employees or officials, election celebrations, etc.
  2. Any "hosting" activities.
  3. "Hosting" includes, but is not limited to, those activities that are intended either to lobby a legislator or a governmental official, or are to be a social rather than governmental business event, and include expenditures for coffee and/or light refreshments for those whom the college is not legally authorized to reimburse.

The college must document the request and approval for expenditures for coffee and/or light refreshments. The attached form shall be used to document the requests and approvals for expenditures within the scope of this policy. Typically, costs should be charged to object code "GO."  

The President has authorized the Vice President for Instruction, the Vice President for Administration, the Vice President for College Advancement and the Vice President for Student Services to approve requests for serving of coffee and light refreshments.

August 11, 1999

Page Last Modified: 07/11/07 11:30