CLAS Meal Guidance

Owned by Aaron Wilson
Last updated: Sept 12, 2024 by Max Klinkert
3 min read

Here is a link to the new form the admins can fill out: Pre-Approval Form

CLAS Meal Guidance Information

When to use what payment method? 

• Travel Card: used for meals during travel (when not claiming per‐diem); for meals eaten off campus for business purposes (alcohol is not allowable)

• Pro‐Card: for delivery on campus or take‐out picked up from and consumed on campus.

• University Catering: if unit is hosting an event being catered by University Catering

o This will direct bill within KFS through a service billing edoc

• Out of Pocket:

o When a business meal is taking place off campus (e.g., at a restaurant) and an individual pays out of pocket to be reimbursed later

o If an individual is picking up supplies for a meal/event and does not have a Pro‐Card (e.g., grocery store purchase)

• Purchase Order: when paying a supplier directly through HuskyBuy as a purchase order is required by supplier to provide catering for an event

o For example, a food truck catering should be processed on a requisition

• Foundation: Alcohol (Foundation is the only payment method that can reimburse alcohol expenses), Foundation‐related events (donor)

What is considered excessive/frequent?  

• Food events should not be frequent in nature

o Monthly events with food expenditures are allowable within reason

o If an event is being held weekly, and food is deemed necessary, the cost should be limited

 e.g., light refreshments and snacks

 Business meetings should be at minimum 2 hours long to include food

• Food should not be provided consistently for courses to students

• All business meals should follow the GSA per‐diem guidelines, this includes taxes and tips

When is a form required?

University Funds  

• Events consisting of all faculty/staff regardless of payment type (ex. catering, Pro‐Card, etc.) requires review/pre‐approval from CLAS Shared Services Business Center

• Other instances when a form would be required:

o Any event that may be reoccurring in some fashion (weekly, monthly, etc.) requires review/pre‐approval from the Business Center

 All dates for the reoccurring event can be combined in one meal pre‐approval

o If the event is larger in nature (end of year wrap‐up/graduate orientation, etc.), this  should be reviewed/pre‐approved by the Business Center.

o If family members or personal guests are in attendance.

• Additional information:

o All University events should have a business purpose and should not be social in nature

o If you are unsure if a meal pre‐approval is required, you can send to the Business Center for review and guidance via bsc@uconn.edu.

o Example of instances when we do not need a pre‐approval would be standard meal with a guest speaker, prospective faculty job candidate, etc.

Foundation Funds  

• Instances when a pre-approval form should be reviewed/pre-approved by the Business Center:

o Any event that may be reoccurring in some fashion (weekly, monthly, etc.)

o If the event is larger in nature or outside of normal day-to-day business activity

o If family members or personal guests are in attendance.

• When reimbursing faculty/staff for alcohol they should be added as a vendor and paid directly through an RFD within PaperSave.

• When paying University Catering for alcohol both the itemized invoice and the KFS invoice for alcohol must be attached and paid directly through a RFD within PaperSave.