Welcome to Farmingdale State College’s Policy Library. This library is the official repository for all institutional policies and procedures and is intended to be a resource for faculty, staff and students seeking information related to the policies that govern the institution. This library does not contain department-specific policies and procedures. Please contact the department for specific departmental policies and procedures.
Please direct all questions regarding policy content to the Responsible Office listed on the respective policy.
Food and Beverage Policy
Establish guidelines for the purchase of food and beverages for faculty, staff, students and guests of the College.
Faculty, Staff, Students, Third-Parties
The Office of the State comptroller allows for food and beverage expenses from state appropriated funding within certain parameters pursuant to the agency and its written policy and procedures. In general, Farmingdale State College’s practices ensure that these expenses are reasonable, necessary, documented, and that they further the mission of the campus. As a state college, Farmingdale requires strict adherence to its policy and procedures to ensure the proper stewardship of public funds. Food and beverage purchases made with state appropriated funding (State Purpose (SP), Dormitory Income Fund Reimbursable (DIFR), Income Fund Reimbursable (IFR), or State University Tuition Reimbursable Account (SUTRA)) must be reasonable and allowable. Payment for food and beverage expenses can be processed if the below procedures and conditions are met.
1. Complete the Farmingdale State College Food and Beverage Justification Form prior to the event or activity requiring food and/or beverage and submit it to the Controller’s Office.
2. Approval is contingent on the following requirements:
a. The meeting or event is of benefit to Farmingdale State College for a valid college purpose(see Food and Beverage Allowability Chart).
b. The cost is reasonable and allowable.
c. The personnel are attending for a valid college purpose.
d. Alcoholic beverages are not included in the cost.
e. New York State tax is not included. (New York State tax cannot be paid with state funding).
3. The justification form is returned to the originating department.
4. Once the approved form is received, the department should place the order with Aramark.
5. To pay an invoice via a requisition, follow the steps below:
a. Enter a requisition on the FMS system.
b. Review and approve the invoice andsign, date and indicate “OK to Pay” on the invoice.
c. Update the Food and Beverage Justification Form to include the requisition and invoice numbers.
d. Submit the original invoice, Food and Beverage Justification Form, a brochure, program, advertisement or agenda for the activity,and a list of attendees with their relationship to the College (use a sign-in sheet if practical) to Accounts Payable for processing.
6. To pay an invoice via NET Card, submit the original invoice, Food and Beverage Justification Form, a brochure, program, advertisement, or agenda for the activity, and a list of attendees with their relationship to the College to Accounts Payable for processing.
Reasonableness - The purchase must be made in a rational and cost-effective manner that a prudent person would make under the circumstances at the time the decision was reached with consideration as to how the public would view the expense if reported in the media. The Procurement Office should be consulted, if possible, to ensure reasonableness.
Allowable - The meeting/event, at which the food and/or beverages are consumed, must be of essential benefit to the College and meet all other defining criteria. Please see the guidelines set forth on the Food and Beverage Allowability Chart.
Date of Permanent Approval: September, 2019
- Academic Integrity Policy
- Amnesty Policy
- Aviation Flight Center Safety Policy
- Campus Policy For Preferred First Name
- Campus Policy for Animals Care and Use for Research
- Campus Policy for Assignment of Credit Hours
- Campus Policy for Credit‐By‐Evaluation
- Campus Policy for Transfer Credit
- Captioned Media Policy
- Faculty Compensation and Load Credit for Credit‐Bearing Internships
- General Education Requirements
- Grade Grievance Procedure
- Guidelines for Academic Standing for Matriculated Undergraduate Students
- Plagiarism Detection and the Family Education Rights and Privacy Act (FERPA)
- Planning & Conducting Distance Learning
- Policies for Academic Standing for Non-Matriculated Students
- Policy and Procedure Guide For Faculty Led Study Abroad Programs
- Policy for Recording Classroom Instruction
- Specially Designated Course Policy
- Student Attendance Policy
- Use of Solar Carport
- Writing-Intensive Requirement
- Acceptable Use Policy for Computer Facilities
- Additional Sick Leave Request Guidelines(a.k.a. Presidential Sick Leave)
- Also Receives Policy
- Alternate Work Location Policy
- Background Investigation Policy
- Civility and Bullying Policy
- Discrimination and Sexual Harassment Complaint Procedure
- Domestic Violence and the Workplace Policy
- Drug and Alcohol Free Workplace Policy
- Extra Service Processing Procedure
- Farmingdale State College Consensual Relationship Policy
- Internal Promotion Policy
- Mandatory Reporting and Prevention of Child Sexual Abuse
- Nepotism Policy
- New Position Justification
- Part Time Recruiting and Hiring
- Policy on Affirmative Action Search Waivers
- Reimbursement of Moving Expenses Policy
- Telecommuting Policy
- Tobacco Use Policy
- Volunteer Policy
- Workplace Violence Prevention Policy
- Acceptable Use Policy for Computer Facilities
- Banner Security Policy
- Copyright Guidelines
- Data Communication Network Security Policy
- Farmingdale Information Security Policy
- GDPR Privacy Notice
- Guidelines for the use of Digital Material
- Retiree Email Policy
- Wired or Wireless Network Policy