Grays
Harbor College
Purchasing Office
Coffee and
Light Refreshment Policy
Grays Harbor College may approve the serving of coffee
and light refreshments in the conduct of official state business at
certain college-sponsored meetings or events.
This policy 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 or his/her designee where:
1.
The purpose of
the meeting is to conduct college business provide formal training sessions
that benefit the college, or recognize college or employee accomplishments; and
2.
The meeting
involves elective or appointive officials, state employees, or others the college
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
employee responsible for the meeting receives approval by the designated
college official 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 is not required to provide coffee
and/or light refreshments at meetings.
Grays Harbor 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. “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 agencies are not legally authorized to reimburse.
An employee who is planning to serve coffee
and/or light refreshments at a meeting shall complete the Grays Harbor College
Hospitality Account Requisition form prior to the meeting. The form shall include the following
information:
1.
Date, place,
purpose and attendees of the meeting;
2.
What will be
served and the estimated cost;
3.
Vendor name and
address;
4.
Requestor name
with signature and date;
5.
Budget number;
6.
Prior approval
by the Vice President for Administrative Services.