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HomeMy WebLinkAbout210-08POLICY & PROCEDUF E Index: Finance FOQD AND BEVERAGE E PENDITURES Number• 21Q-08 Effective Date Sapersedes Page Staff Contact Approved Sy 8/18/2008 _N/A 1 of 2 Iwen Wang J" 0 PURP4SE: To establish policies and procedures for employees to define apprapriate expenditure of City funds ta provide foad and beverages and related items for various City-related meetings, activities, and events. 2.0 ORGANIZATIONS AFFECTED: All departrnents and divisians 3.0 REFERENCES: City of Rentan Policy&Procedure 210-Q1 - Travel Palicy 4.0 POLICY: 4,1 The City of Renton recognizes that the provision of food andlor beverages and related items in various situations can be in the City's best interest. As such, reasonable expenses related to the provision of coffee, tea, water, refreshments and associated supplies (paper cups, filters, sugar, creamer, etc.), far the eonsumption of emplayees and attendees for variaus purposes shall be allowed, subject to budget limitations and the approval of the Department Administrator. Examples of the types af situations where the reasanable expenditure of City funds to pravide food and/or beverages include,but are not lirnited to: 4.1.1 Special events to recagnize employees andlor vQlunteers 4.t.2 Special (quarterly, semi-annual, annual or otherwise, but nat weekly or manthly) staff ineetings 4.1.3 Departrnental or divisional retreats and/or workshops 4.1.4 City-related business meetings 4.1.5 City-related business meetings during a meal period 4.I.b Public celebrations, events, meetings and/or workshaps where community attendance is anticipated 41.7 City-wide volunteer projects (e.g. Arbor Day, Earth Day Cleanup, Grafitti Removai Day, etc.). 210-08 Page 2 5.0 DEFINITIONS: 5.1 Budget Limitations: An amount specified for this purpose established at the Department level each budget cycle. 5.2 Reasonable Expenses: Expenses that a majority of regular citizens who were inquired of would find acceptable and not excessive. Ultimate authority to determine what constitutes reasonable expenses rests with the Chief Administrative Officer or his/her designee. 6.0 PROCEDURES: 6.1 An amount for purposes of facilitating City business meetings involving food, beverages or related expenses shall be determined each budget cycle at the department authority level. 6.2 Anticipated expenditures of City fund for the provision of food and/or beverages for City purposes shall be presented to a Department Administrator for prior approval. 6.3 Expenditures shall be submitted to the Finance Division for processing (either by credit or purchasing card, or for reimbursement), along with the stated purpose of the meeting, a list of the attendees, and a detailed receipt of what was purchased.