Purchasing Card

Refreshment Breaks

Use of the purchasing card for the payment of refreshment break expenses is only acceptable if the headquarters city requirements are met.

Note: If a fee was collected from participants to cover costs, documentation must include proof of the collected fee, the number of attendees and the original vendor invoice. In such cases, the below requirements do not pertain.

EVENT LOCATION

When held in the headquarter city for the majority of the attendees, the event must be held on campus. The Fluno Center and the University Club are considered on-campus facilities.

REFRESHMENT BREAK CRITERIA

Refreshment break expenses are allowable only in association with a business meeting that meets one of the following criteria:

Facilities are not available within the building or immediate area of the meeting where attendees could obtain and consume normal break items within a typical break period (10 to 20 minutes), or
Having the attendees leave the meeting room would have an adverse effect on the continuity of the meeting, meaning it is expected that break items be consumed while the business meeting or program continues, or
The majority of attendees are not UW/State employees. For purposes of applying this provision, board members are not considered employees.

ACCEPTABLE EXPENSES

Refreshment break expenses must be limited to one break each morning and afternoon. The break may consist of nonalcoholic beverages such as coffee, tea or soft drinks, and at the discretion of each institution, a small food item may be included. The total cost must be reasonable and should not exceed $5.00 per person. Events that include a continental breakfast cannot include additional food items at the morning break.

DOCUMENTATION REQUIREMENTS

The cardholder must attach a proof of payment and the Events - Refreshment Payment Form to the relevant Statement of Account Report.