In accordance with Section VII-C of the Louisiana Travel Guide: "A department head may authorize a special meal within allowable rates to be served in conjunction with a working meeting of the departmental staff" (department head in this phrase is Dr. Randy Moffett, the head of our agency). This request must be fully completed and approved prior to each event. Meal cost per person should fall within the PPM 49 limits.


PPM 49 In-State meal cost:   Breakfast   $7.00   /   Lunch   $10.00   /   Dinner   $14.00

PROCEDURE:

For Campus Dining Services
If campus dining (ARAMARK Services) is used, an approved Request For Special Meals form is required.

	P-Card Transaction < or = $1,000	PeopleSoft Requisition Over $1,000
Request for Special Meals Needed	Yes	Yes
List of Meal Participants Needed	Yes	Yes

After the event, a sign-in sheet of meal participants must be attached to the P-Card Reconciliation Log or forwarded to Procurement Specialist for attachment to Purchase Order.

For External Purchase

If campus dining is not utilized for providing the meal, a purchase requisition must be sent to the Purchasing Department along with a photocopy of the approved Request For Special Meals form prior to each event. If the total cost of the meal is over $1,000.00 and up to $5,000.00, three bids must be solicited. Lowest bidder must be used unless approved otherwise by the Purchasing Department.


After the event, the original invoice from the vendor plus a sign-in sheet of meal participants must be sent to the Purchasing Department in order for payment to be made.

The Guidelines For Special Meals is maintained by the Controller's Office at URL:

http://www.selu.edu/admin/controller/facultystaff/travel/forms/Guidelines_for_Speci.pdf