CATERING REIMBURSEMENT POLICY

Transcription

1 CATERING REIMBURSEMENT POLICY PURPOSE: To establish a uniform Administrative Policy related to the County s approval and documentation process for reimbursement of expenses incurred in the provision of business meals or light refreshments provided to County employees, volunteers, and others for a bona fide County employee-related business purpose, as specified in this Policy, that are not already covered under the Travel Policy or non-travel Business Meal Policy. This Policy applies regardless of the manner of payment; this includes, but is not limited to, P-Card purchases, field purchase orders, and direct payment by a County official for subsequent reimbursement from the County. This policy applies to all County elected officials, appointed officials, employees, and members of County boards, commissions, committees, and task forces unless a provision is in conflict with specific provisions of existing labor agreements or with specific provisions of state or federal law. If a conflict exists, the provisions of those agreements or laws shall govern. This policy only applies to expenditures made from County dollars. It does not apply to the provision of meals, non-alcoholic beverages, or light refreshments when the funding source is private, or the funding occurs through a grant or other non-county funds (e.g. federal or state grants) designated to support administrative/meal expenses. The availability and use of such funds must be pre-approved in writing by the requesting Department s fiscal officer. In some cases, exceptions to the Catering Policy may be necessary. These exceptions are noted below and criteria for those exceptions are stated here in order clarify the need for those exceptions and inform potential decisions regarding exceptions moving forward: Unique work related circumstances were employees may work for longer than 16 hours in a day. Special County recognition/training events that are countywide in nature. County/Community recognition or special events that are consistent with the County Mission. 1

2 Recognized circumstances where the County hosts regional or national meetings with staff from other jurisdictions. GENERAL POLICY: Public funds should be used only for activities related to the County s primary mission of providing quality public service. Public funds should not be used for purposes that are personal in nature or that do not have a clear business purpose. In addition to complying with this and all other applicable County policies, each expenditure must comply with the limits and reporting requirements of local, state, and federal law. AUTHORIZED CATERING FOR COUNTY EVENTS: Prior to expending any funds to purchase meals, nonalcoholic beverages or light refreshments, elected officials, appointed officials, County employees, and members of County boards, commissions, committees and task forces must obtain approval from an Elected Official, County Executive, Chief Operating Officer or Department/Agency/Head as set forth in the Approval of Catering Reimbursement Request Form ( Form ) table below. Elected officials, appointed officials, employees, and members of County boards, commissions, committees and task forces, may expend County funds or be reimbursed for meals, nonalcoholic beverages or light refreshments purchased in connection with County business provided that one of the following conditions exist: A. A member of a department/agency, elected office, or County board, commission, committee, or task force, purchases meals in conjunction with authorized and appropriate staff development/training functions with authorized approval as outlined below, and in accordance with the County s nutritional and zero waste policies: One purchase of meals is allowed per fiscal year and per department/agency or elected office budget unit, or County board, commission, committee, or task force; and The total cost allowed for the event is the per diem rate allowed for lunch per person by geographic area per the federal limits. ( Best efforts shall be used to spend the minimum amount necessary when expending County funds on meals. 2

3 B. A member of a department/agency, elected office, or County board, commission, committee, or task force, purchases meals for staff or volunteer recognition events with authorized approval as outlined below, and in accordance with the County s nutritional and zero waste policies: For a department/agency with less than 200_ employees, one recognition event where a meal is provided to employees and/or volunteers is allowed per fiscal year and per department/agency or elected office budget unit, or County board, commission, committee, or task force. (See annual Countywide events listed in this Policy that do not count toward the one event per budget unit, but still must comply with other provisions here.); and For a department/agency with 200 or more employees where it is not feasible to hold one recognition event for the entire department/agency, multiple recognition events where a meal is provided to employees and/or volunteers per fiscal year and per department/agency or elected office budget unit, or County, commission, committee, or task force. However, the number of such recognition events is limited to no more than one per 100 employees per fiscal year. The total cost allowed for any recognition event is the per diem rate allowed for lunch per person by geographic area per the federal limits. ( Best efforts shall be used to spend the minimum amount necessary when expending County funds on meals. C. A member of a department agency, elected office, or County board, commission, committee, or task force, purchases non-alcoholic beverages and light refreshments in conjunction with authorized and appropriate staff development, staff training, or staff meetings with authorized approval as outlined below, and in accordance with the County s nutritional and zero waste policies. No more than one time per month per department/agency or elected office budget unit, or County board, commission, committee, or task force; and 3

4 The total cost allowed for light refreshments is $5.00 per person, but not to exceed a total cost of $1,000. Best efforts shall be used to spend the minimum amount necessary when expending County funds on nonalcoholic beverages and light refreshments. D. An elected official, board appointee, employee or member of a County board, commission, committee, or task force, incurs catering expenses when required to host a person or groups of persons deemed by an Elected Official, the County Executive, or Chief Operating Officer to be the official guest(s) of the County. Catering Reimbursement for (D) is for reasonable, actual costs including tips (no more than 20%, unless a mandatory gratuity is required), and shall not exceed the U.S. General Services Administration per diem rate per person by geographic area. ( E. A member of a department/agency purchases food, meals, nonalcoholic beverages, or light refreshments for clients, patients or other people being served by county programs. This would include food incentives provided by a County department/agency for clients only. The use of these funds in this way must be pre-approved in writing by the requesting Department s fiscal officer. The cost allowed for the event is the per diem rate allowed per person by geographic area per the federal limits. ( F. A member of a department/agency purchases food, meals, non-alcoholic beverages, or light refreshments for volunteer work parties, volunteers working at public events, and staff assigned by the Department/Agency Head to work parties or public events subject to the following limitations: No purchases are allowed for any work that does not exceed 3 hours. Purchases of non-alcoholic beverages and light refreshments are allowed if the work exceeds 3 hours Purchases of catered meals are allowed if the work lasts 4 to 6 hours and if the work occurs during a typical meal time i.e., breakfast (8:00 am to 10:00 am), lunch (11:30 a.m. 4

5 1:30 p.m.), or dinner (5:30 p.m. 7:30 p.m.). Applicable per diem rates apply. Purchases of non-alcoholic beverages, light refreshments, and catered meals are allowed if the work exceeds 6 hours. G. A member of a County Board or Commission purchases non-alcoholic beverages, light refreshments or lunch if their regularly scheduled meetings take place immediately after the workday ends or extend through lunch for a period greater than two hours. Reimbursements for these expenses cannot exceed the lunch per diem rate per person. The cost of non-alcoholic beverages or light refreshments cannot exceed $5.00 per person. Best efforts shall be used to spend the minimum amount necessary when expending County funds on nonalcoholic beverages and light refreshments. The cost for catered meals cannot exceed the per diem rate allowed per person by geographic area per the federal limits. H. Food and light refreshments may be provided when the Emergency Operations Center is partially or fully activated by action of the County Executive or his/her designee. Meals will be provided if work shifts occur during regular meal periods and cannot exceed stated per diems. Light refreshments can be provided during the 7 PM to 6 AM time frame if the EOC is operating on a 24 hour basis. Any purchase of food or catering not specifically authorized by this Policy must go to the Board of Supervisors in open session for approval. *For non-catering, non-travel business meal(s), please see the County s Non-Travel Business Meal Policy. EVENTS THAT ARE APPROPRIATE FOR CATERING WITHIN THE PROVISIONS LISTED ABOVE: CLT Training Program Delegation Visit Employee Excellence Award Recipient(s) Event 5

6 Employee Service Award Recipient(s) Event Recognition Event for Employees, Volunteers, or Members of Boards and Commissions Sister Counties Event Staff Development Event Staff Training Event EVENTS THAT ARE EXEMPT FROM THE CATERING POLICY SCC Gov 101 Child Abuse Symposium Annual EMS Conference World TB Day Annual Employee Excellence Recipients Event Annual Safety Seminar 6

7 COUNTY EVENTS THAT DO NOT COUNT TOWARD THE NUMBER OF EVENTS LIMITS UNDER THIS POLICY (ALL OTHER PROVISIONS OF THIS POLICY ARE STILL APPLICABLE TO THESE EVENTS): Annual State of the County Event Annual Take Our Daughters and Sons to Work Day EventBoard Meetings, Board Recognition Events, and other Board Public Events Coordinated by the Clerk of the Board Parks Junior Ranger Program Poet Laureate Recognition Event at End of Term Coordinated by Office of Public Communications Poet Laureate Selection Events Silicon Valley Leadership Group Good Government Days Event Combined Giving Campaign Annual Kick-off Event Combined Giving Campaign Annual Thank you Event Commission on the Status of Women Annual Retreat Employee Wellness Wellness Fairs 4 per year Election Day Activities/ROV FAF Ribbon Cutting Topping Off Ceremonies Grand Openings HHS Patient Advisory Task Force Monthly Labor Contract Negotiations Negotiation Appreciation Event Office of Women s Policy Community Trainings Oral Board Interview Panelists Probation Peer Court Training (Youth Volunteers) Annual Unity in Diversity Event Reentry Services Public Safety Realignment Summit ROV/City Clerk Meeting (Annual) Strong Girls, Strong Women Leadership Conference VHP Advisory Board Meeting Quarterly Victim Awareness Meetings (Probation) CSW Women s Equality Day Event National Night Out (Resource Reentry Center) Training for Office Professionals Annual Seminar Annual T.O.P. Spring and Fall Training Class Graduations Annual Green Business Recognition Luncheon (AEM) Just Culture Training (ESA) Mental Health Board Luncheon to Recognize Community Heroes Annual Pesticide Applications Continuing Education Meeting Foster Care Awareness Month (SSA) Senior Wellness Fair (SSA) 7

8 National Adoption Day (SSA) Santa Clara County Forums on Disproportionality of Children on Youth NEON (New Executive Orientation Training). Although the above events do not count toward the number of events limits under this Policy, ALL other provisions of this Policy apply, including but not limited to, total cost reimbursement rate, compliance with County s nutritional and zero waste policies, submission of the Catering Reimbursement Request Form, etc. REIMBURSEMENT PROCESS All Elected offices, departments/agencies, and boards, commissions, committees, or task forces seeking reimbursement for funds expended for an approved event must submit a Catering Reimbursement Request Form with the detailed receipt(s) or quote(s). The Form must specify the number of attendees, names of attendees and their title or affiliation. Elected offices, departments/agencies, and boards, commissions, committees, and task forces should determine the number of attendees in advance of ordering food, such as through advance rsvp processes. For meals and light refreshments purchased in advance of an event where it is not possible to know the exact number of attendees at the time of purchase, the department/agency, elected office, or County board, commission, committee, or task force, must make a good faith effort to not exceed the per diem rate per attendee, based on a reasonable expected number of attendees. If the total cost exceeds the per diem rate for the number of attendees, an explanation (justification) shall be provided on the Catering Reimbursement Request Form with the detailed receipt(s) and shall be submitted to the Chief Operating Officer for his or her approval. The Chief Operating Officer may provide case-by-case approval for exceptions to rate limits where appropriate justification for the expense can be provided. 8

9 APPROVAL OF CATERING REIMBURSEMENT REQUEST FORM: Catering Reimbursement Request Form Elected Office Form (Board Offices, Assessor, District Attorney, and Sheriff) Approving Official/Reviewer Elected Official approval and Departmental Fiscal Officer approval The Chief Operating Officer shall review elected offices forms once per fiscal quarter. Department/Agency Form Department/Agency Head approval and Departmental Fiscal Officer approval. (If authorized catering falls under item (D) of this policy, County Executive or Chief Operating Officer approval is also required.) Form for County board/commission/ committee/task force advisory to the Board of Supervisors County Executive or Involved Elected Official/Department/Agency Head approval and Departmental Fiscal Officer approval. (If authorized catering falls under item (D) of this policy, County Executive or Chief Operating Officer approval is also required.) When approving requests for reimbursements, elected officials, the County Executive, the Chief Operating Officer, and department/agency heads are accountable for determining (a) the necessity for expending public funds for meals or light refreshments; (b) the appropriateness and accuracy of the claim; (c) the availability of funds; and (d) conformity with County policies. The filing of claims for meals and light refreshments consumed under this policy is the responsibility of the elected official, County Executive, or department/agency head involved. The Chief Operating Officer may require such certification from the elected official, the County Executive, or the 9

10 department/agency head involved as to the foregoing if he or she determines it is warranted to ensure accountability. UNDER NO CONDITION SHALL CATERING REIMBURSEMENTS BE ALLOWED FOR: Alcoholic beverages, including related tax and tip; Administrative Professionals Day events and the like; Baby or wedding showers; Birthday celebrations; Gift cards, donations, raffles; Holiday parties; New employee lunches or the like; Other personal employee celebration events; Retirement events; or Union/Association luncheons, meetings, etc. Please refer to the Direct Pay Ordinance regarding employment recruitment lunches, dinners, or the like. 10

11 CATERING REIMBURSEMENT REQUEST FORM CONTENT, DOCUMENTATION, AND SUBMISSION TIMEFRAME Original detailed/itemized receipts, reflecting the actual costs, must be submitted with the Catering Reimbursement Request Form. No missing receipt affidavit shall be accepted for reimbursements pursuant to this Catering Reimbursement Policy. In all cases covered under this Policy, documentation of purchase must be submitted on the Form within 30 days, except where noted for purchases on a P-Card. Where a P-Card is used for the purchase, the Form is due at the same time as the P-Card purchasing documentation and associated receipts to the P-Card approving official, in accordance with the Procurement Card Policy. The Form shall include the information listed below. Original detailed/itemized receipts; Authorized County catering purpose (A, B, C, D, E, F, G or H listed under Authorized Catering for County Events section of this Policy); Date, time, location, and purpose of the purchase; Number of persons in attendance and the names of the attendees included in the reimbursement claim, and the title or affiliation for non-employees. (The reimbursement shall be based on actual cost and shall not exceed the per diem rate multiplied by the number of attendees, and shall not exceed total cost maximum where indicated.) Approval as required; and An explanation/justification, as required in this Policy, if the reimbursement claim exceeds the per diem rate per number of attendees included in the claim, or for meals with official guests of the County exceeding the per diem rate. Copies of Catering Reimbursement Request Form and all accompanying documentation shall be retained by the involved office/department/agency according to the records retention requirement for Accounts Payable files. The Controller-Treasurer s Department will perform the payment review for these transactions. The County Executive or Chief Operating Officer shall have final approval as to the appropriateness and reasonableness of the expenses and adequacy of documentation. 11

12 The Chief Operating Officer shall regularly review the submitted Forms and accompanying documentation of all elected officials offices to ensure compliance with County policies. Each elected official is responsible for providing copies of his or her office s Forms and accompanying documentation to the Chief Operating Officer on a quarterly basis, as indicated below: Due February 1: Due May 1: Catering Reimbursement Request Forms submitted between October 1 December 31. Catering Reimbursement Request Forms submitted between January 1 March 31. Due August 1: Catering Reimbursement Request Forms submitted between April 1 June 30. Due November 1: Catering Reimbursement Request Forms submitted between July 1 September 30. If an elected office does not have any Catering Reimbursement Request Forms since the last quarterly submittal, the elected official shall submit an or signed memorandum indicating this by the due date specified above. 12

13 RELATED POLICIES: County Non-Travel Business Meal Policy County of Santa Clara Ordinance Section A32-1 County of Santa Clara Executive Management Salary Ordinance County of Santa Clara Travel Policy County of Santa Clara Procurement Card (P-Card) Policy RELATED FORMS: Catering Expense Reimbursement Form 13