Accounts Payable Food Purchases

Food Matrix

Please see chart below for Funding Type Allowability.

 Appropriated Funds FUNDS 001-XX, 100-XX, 057-XX, 143-XX, 148-02Contributed Funds Including 17A FUNDS 846-XXSponsored Programs FUNDS 145-XX PROGRAMS #11-14Self-Supporting Programs FUNDS 148-01, 148-20Auxiliary Funds FUNDS 522-XX, 528-XX, 570-XX, 573-XXPROGRAMS 09G & 14L Conference Accounts Agency Funds Including 17C FUNDS 840-XX
Request to Serve Food FormYesNo
*List of Attendees and Purpose are Required
YesYesNo
*List of Attendees and Purpose are Required
NoNo
Purchase of Consumable AlcoholNoYes
*In accordance with the Gift Use Agreement and donor’s intent
NoNoNoYesYes
*In accordance with WSU policy BPPM 70.29
Per Diem OveragesNoYesNoNoNoYesYes
Meals for Official WSU BusinessYesYesYes
*if proposed and approved in the Sponsor Agreement
YesYesYesYes
Hosting & EntertainmentNoYesNoNoNoYesYes

Candidate Meals

WSU may pay a qualified prospective employee the necessary travel expenses related to their employment interview, this includes candidate meals. See RCW 43.03.130.

  • Please note: Candidate meals do NOT require a request to serve food form, regardless of funding type. List of Attendees is required.

Speaker or WSU Official Visitor Meals

WSU may pay for Speaker or Official WSU Visitor’s meals while conducting WSU Official Business or for entertainment purposes.

  • If the meal is to conduct WSU Official business, the meal may be paid with state, grant (within per diem) or discretionary funding.
    • Please note: If the meal is paid with state or grant funding, a request to serve food form is required.
  • If the meal is for entertainment purposes, discretionary funding (17A) must be used and a request to serve food form is NOT required. List of Attendees is required.L

Guidelines for purchasing Meals and Light Refreshments on State funds

Meals:

State Funds may be used if ALL of the following conditions must apply, see BPPM: 70.31.

  • The meal must be essential to the completeness (i.e., an integral part) of an official University meeting or training session, and
  • The University must require that the employee attend the meeting or formal training session, and
  • The purpose of the event must be to conduct official WSU business or to provide formal training to WSU employees.
    • State funds cannot be used to support Per Diem overages, see Per Diem Rates.
      • Per Diem overages must be expensed to Discretionary Funds (17A), see BPPM 70.33.

Light Refreshments:

State Funds may be used for the costs of light refreshments, if the following conditions are met:

  • The purpose of the meeting must be to conduct official WSU business OR to provide formal training to WSU employees.
  • The light refreshments must be essential for the completeness (i.e., an integral part) of an official University meeting or training session.
    • Light refreshments, by definition, include nonalcoholic beverages and edible items commonly served between meals.