Food Purchase Policy
This University of Georgia policy and the related procedures conform to Board of Regents of the University System of Georgia policies.
Food includes meals, beverages, and snacks that may be consumed by students, potential students, volunteers and employees. This policy covers the use of institutional funds (all funds held in University accounts) while paying for food.
Student Activity Fee funds may be used to fund food as part of a sponsored program or event. However, food purchases must be specifically requested and budgeted for any program or activity funded in whole or in part by Student Activity Fees funds or designated as a funded activity. The Student Activity Fee General Guidelines state that food expenditures cannot exceed more than 10% of the overall budget and may include additional policies and procedures not outlined in this document.
Students include individuals enrolled to take classes at the University of Georgia, including students enrolled in Continuing Education. It is expected that the use of Student Activity Fees to purchase food should only include students who have paid the activity fee for the semester in which the event is taking place.
University funds may be used to purchase food for students as follows:
Allowable participants: Students, Volunteers, Employees whose participation is required, and non-employees.
Potential Funding: Departmental Sales and Service, Student Activity Funds, Agency Funds, Auxiliary Funds.
Purchasing Methods: Petty cash, check requests, P-card (no agency accounts or volunteer events).
Volunteers include individuals that provide benefits to the institution (serving on an advisory board, student mentors, etc) without receiving compensation. This would include volunteers as part of an advisory board. However, food purchased solely in connection with volunteer appreciation or volunteer recognition events would not be allowable using any type of UGA funds. This expense may be paid using Foundation funds.
Allowable participants: Students, Volunteers, Employees whose participation is required and not part of their normal job, and non-employees.
Potential Funding: Student Activity Funds, Agency Funds, Auxiliary Funds.
Purchasing Methods: Petty cash, check requests
Employees include temporary, part-time, and full-time staff, faculty, administrators, resident assistants, graduate assistants and other student workers. The employee’s participation must be required, essential, and in furtherance of an official institutional program.
Allowable participants: Employees whose participation is required and non-employees whose participation is necessary.
Potential Funding: Sales and Service Revenue, state appropriated funds, UGA Restricted Funds which allow for the expense, Student Activity Funds, Agency Funds
Purchasing Methods: Petty Cash, Check Requests and P-Card (no agency accounts)
Student recruiting- an employee may be reimbursed for food purchased at a meeting whose primary purpose is the recruitment of an individual to attend the institution. The employee’s participation in this meeting should be required as part of his or her job performance.
Allowable participants: Non-employees, Employees whose participation is required.
Potential Funding: Foundation funds or UGA Restricted Funds
Purchasing Methods: Foundation check requests, UGA check requests
Some student sponsored events involve performance contracts where food is a written requirement in the contract and agreed to by UGA.
Allowable participants: Non-employees
Potential Funding: Student Activity Fees, Agency Funds, Departmental Sales
Purchasing Methods: Petty Cash, Check Requests
UGA units hosting and coordinating conferences and workshops collect registration fees that may be used for food for meals and breaks which are an official and integral component of the conference or workshop. In general, departments or student organizations should contract with a caterer to provide the necessary meals and breaks. Non-catered food purchases (i.e. individual items purchased from a grocery store) must be accompanied by a written justification as to why the food was purchased outside of a catering arrangement. This justification is necessary to substantiate that there has not been personal use of food purchased. This justification may come in the form of a letter addressed to the Office of the Dean of Students Business Office and attached to the method of payment.
Allowable participants: Conference & Workshop participants
Potential Funding: Departmental Sales or Agency Funds
Purchasing Methods: Check Request, P-Card (no agency funds).
Student organizations may hold a business meeting and require participation by members and/or officers. Organizations funded by the Student Activity Fee are prohibited from holding this type of meeting.
Allowable participants: Students, volunteers, and employees whose participation is required.
Potential Funding: Agency Funds
Purchasing Methods: Petty Cash, Check Request
All payments for food purchases, either to a business vendor or to an individual on behalf of a student organization, must include the following documentation:
Per diem limits for the University of Georgia are as follows. In the event that funds used for food exceed the authorized per diem policy then the excess must be covered/reimbursed by the employee making or authorizing the expenditure.
Limits: $6.00 for breakfast; $7.00 for lunch; $15.00 for dinner. (allowable per person except for student organizations with agency funds accounts)
Employees with responsibility for administering institutional funds and employees requesting reimbursement should ensure that funds are spent only for legitimate purposes. The misuse of institutional funds may result in both employment termination and various civil and criminal penalties.