210-08
FOOD AND BEVERAGE EXPENDITURES

POLICY & PROCEDURE

Subject:

FOOD AND BEVERAGE EXPENDITURES

Index: Finance

Number: 210-08

Effective Date

8/18/2008

Supersedes

N/A

Page

1 of 2

Staff Contact

Iwen Wang

Approved By

Denis Law

1.0 PURPOSE:

To establish policies and procedures for employees to define appropriate expenditure of City funds to provide food and beverages and related items for various City-related meetings, activities, and events.

2.0 ORGANIZATIONS AFFECTED:

All departments and divisions

3.0 REFERENCES:

City of Renton Policy & Procedure 210-01 - Travel Policy

4.0 POLICY:

4.1    The City of Renton recognizes that the provision of food and/or 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.), for the consumption of employees and attendees for various purposes shall be allowed, subject to budget limitations and the approval of the Department Administrator. Examples of the types of situations where the reasonable expenditure of City funds to provide food and/or beverages include, but are not limited to:

4.1.1    Special events to recognize employees and/or volunteers

4.1.2    Special (quarterly, semi-annual, annual or otherwise, but not weekly or monthly) staff meetings

4.1.3    Departmental or divisional retreats and/or workshops

4.1.4    City-related business meetings

4.1.5    City-related business meetings during a meal period

4.1.6    Public celebrations, events, meetings and/or workshops where community attendance is anticipated

4.1.7    City-wide volunteer projects (e.g. Arbor Day, Earth Day Cleanup, Grafitti Removal Day, etc.).

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.