Updated Business Meal Procedure Now Available

An updated Business Meal Procedure (314P) is now available through NOVA’s Administrative Policies Webpage, and it goes into effect immediately. Outstanding requests that haven’t been approved will be reviewed using the updated procedural requirements. If you procure food for College meetings or events, please carefully review the guidelines for submitting requests.

Below are some key highlights of the update:

• The procedure provides updated guidance on what types of events are eligible for business meals and what fund types can be used for payment.
• Certain externally generated funds such as grants, foundation endowments or participant funded events may allow for expenditures of food and beverages. The allowability of these expenses must be clearly documented in the request.

To assist in the efficient processing of approval requests, please:

• Attach all required documentation in PDF format.
• Include the event name in the purpose field of the 105-003 Business Meal Approval Request form and ensure all text is viewable.
• Include the newly updated 105-004 Supplemental Form for Business Meal Approval Requests available in the NOVA forms library and:
  • Ensure expense totals on the form match the totals on the vendor quote.
  • Ensure a complete written Description of Source of Funds is provided per the example shown on the form.
• If the request is for a provost-sponsored activity utilizing the allocations provided to the campus provost, please provide this clarification and ensure the running totals kept by the campus provost’s office are included.

For questions about the Business Meal Procedure, please contact BraultReception@nvcc.edu.

For assistance in locating catering vendors, please contact Procurement@nvcc.edu.

Submitted by:
Kristi Hansen, EA Administrative Services, KHansen@nvcc.edu