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Special Meals Reference Guide

Special Meals Reference Guide

Do I need to use a "Special Meals" request form?

  1. Step 1 - Ask: Will public funds be used for the purchase of food or beverages (Operating, Auxiliary, or Restricted accounts, as opposed to Agency or Foundation accounts)?

    If no, then jump to Step 4b, below.

    If yes, proceed to Step 2.

  2.  Step 2 - Ask: Does this event involve a "working meal" in which employees are being fed because they are being required to work during a time when the employee would normally be free to eat breakfast, lunch, or dinner?

    If no, proceed to Step 3.

    If yes, the meal may meet the "Special Meals" exception, and you will need to complete a "Special Meals" request form and submit to the President's Office for pre-approval.

  3.  Step 3 - Ask: Does this event involve entertaining visiting dignitaries?

    If no, then jump to Step 4a.

    If yes, the meal may meet the "Special Meals" exception and you will need to complete a "Special Meals" request form and submit to the President's Office for pre-approval.

  4.  Step 4a - Ask: Have I been careful to ensure that the purchase of food and beverages for this event will be at a cost that would be considered prudent, reasonable, legal, and clearly in line with the mission of McNeese State University?

    If no, be aware that reimbursement for your meal may be impermissible by State law, Federal regulations, student referendum, or University policy. Check with the Vice President of Business Affairs.

    If yes, you should proceed to plan your event without a "Special Meals" request form.*

    If in doubt about the answer to this question, check with the Vice President of Business Affairs.

  5.  Step 4b - Ask: Have I been careful to ensure that the purchase of food and beverages for this event will be at a cost that would be considered prudent, reasonable, authorized, and clearly in line with the mission of McNeese State University?

    If no, be aware that reimbursement for your meal may be impermissible by University or Foundation policies and fiduciary responsibilities. Check with the Vice President of Business Affairs.

    If yes, you should proceed to plan your event without a "Special Meals" request form.

    If in doubt about the answer to this question, check with the Vice President of Business Affairs.

*Certain Restricted Accounts receive Federal grant funding that may specifically preclude paying for meals.