Policies

Food and Beverage Policy

Policy Purpose

Establish guidelines for the purchase of food and beverages for faculty, staff, students and guests of the College.

Persons Affected

Faculty, Staff, Students, Third-Parties

Policy Statement

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.

Mobile Food Preparation Vehicles (MFPV) may operate on the College campus as long as they are compliant with the Fire Code of New York State, possess a license/permit from the Suffolk County Health Department or other authority having jurisdiction, and have been approved by the College’s Fire Marshal. To ensure compliance with the New York State Fire Code, a Mobile Food Preparation Vehicle Application must be completed by the vendor at least 10 days prior to the date the MFPV will be operating on campus. The Fire Marshal will review the application, may request a copy of additional required licenses and permits, and schedule an inspection of the vehicle. Mobile Food Preparation Vehicles may only operate on campus once the Fire Marshal has inspected and approved the vehicle.

Procedures

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.

Definitions

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.

Mobile Food Preparation Vehicle - vehicles, including trailers, that are equipped with appliances that, when in use, produce smoke or grease-laden vapors. Appliances including, but not limited to, deep fryers and griddles, are examples of the type of appliances that produce smoke and grease-laden vapors.

Related Documents

Farmingdale State College Food & Beverage Justification Form

Food and Beverage Allowability Chart

Bottled Water Policy

Responsible Office

Controller's Office

Policy History

Date of Permanent Approval: September, 2019