Meals and Catering - Financial Management Policy - 30802

This policy describes the general guidelines for non-travel meals and catering services at Germanna Community College.

Germanna Community College will pay for or reimburse individuals for actual expenses incurred, up to allowable limits determined by the State's prevailing rates by location, for those meals deemed to fall under the definition of “business meals.” Payments and reimbursements will be subject to review and approval by the Shared Services Center for compliance with the CAPP Manual, Topic Number 20335, and GCC Policy Number 30800. Required documents must include a fully approved Business Meals form, an original itemized receipt, an agenda of business discussed during the meal (for State reimbursement from State funds), and a listing of the people attending the business meal.

Before any food or beverages are ordered for a business meeting, the following should be considered:

• Payment or reimbursement of meals should be considered an exception rather than the rule and must not become routine business practice.
• Every effort should be made to schedule business meetings outside of times when meals are typically taken. Meals or beverages should not be served at meetings lasting less than 2 hours.
• Event organizers should ensure attendee estimates are accurate and reviewed before the event to minimize over-ordering and incurring unnecessary expenses.
• When a meeting occurs over an extended time, i.e., over two hours, and the agenda includes a working meal, the following may be justification that the meal is integral to the business function.
  • There is a scheduled speaker
  • Meeting participants work through the meal period, and it would be overly time-consuming or disruptive for participants to take a meal break away from the meeting location.

3.1 State Funds

3.1.1 Business and Catered Meals

Business and Catered Meals must have approval from the department approver for the source of funds (e.g., department head, grant principal investigator, or budget manager, depending on the funding source) and the College President or designee before the event takes place, as documented on the Business Meals Approval Request Form (Non-Travel Meals). The Form should be obtained from the SSC Forms Library to ensure the most current version is used.

Business meals must be considered essential to the College's operation and in support of the College's mission to justify the use of State funds. They must involve substantive and bona fide business discussions. In addition, purchaser planning and forethought are required to ensure adherence to the Commonwealth’s allowable cost per meal allowance, to obtain an accurate estimate of attendees, and to document all approvals before the purchase.

The following are examples of activities considered not to meet the substantive and bona fide business requirement and are therefore unallowable under this Policy:

• Lunches for deans and department heads
• Regularly scheduled meetings for employees
• Faculty and/or staff department meetings
• Group planning meetings
• Round table discussions
• General discussion meetings between faculty and/or staff
• Mentor/mentee meal between College employees
• One-on-one appreciation meal
• New employee meal
• Farewell gathering for a departing employee

Non-Travel Meals: Includes catering, groceries, tips, delivery, and any food purchase.

Commonwealth of Virginia, Department of Accounts, CAPP Manual Topic 20335, State Travel Regulations, Non-Travel Related Meals

Commonwealth of Virginia, Department of Accounts, CAPP Manual Topic 20310, Expenditures

Vice President of Administrative Services

First Reading Date: 10/30/2025

Approval Date: 11/21/2025