Revised Meals Policy Now Open for Comment

Your department plans a daylong planning session. Lunch is on the agenda. Can the department pay for it? Who books the caterer? What paperwork do you need?

The Meals policy answers those questions. Procurement & Payment Services owns the policy and has revised it. The revised draft is now open for campus comment, and we want your input before we finalize it.

Why does UND need a Meals policy?

UND spends public money. Students, donors, legislators, and the public expect us to spend it wisely. State law and State Board of Higher Education policy set the rules for meals and refreshments. This policy turns those rules into practical guidance for campus.

What’s changing?

The core standard stays the same. A business meal needs a documented business purpose. The cost must be reasonable. No employee may gain a personal benefit.

The revised draft sharpens the details:

• The policy covers business meals and events. The Travel policy governs meals during travel. The Campus Catering policy governs the actual provision of food and beverages for the University.
• The draft adds purchasing card rules. Cards cover food only with an approved waiver. Departments should request it at least 72 hours ahead.
• New sections cover refreshments at outreach events, meal passes, conference-fee meals, and tax implications.

Who should weigh in?

Do you plan events with food? Do you approve or process meal expenses? Do you host guests, speakers, or prospective students? Tell us how the draft works for you. The policy applies to administration, faculty, staff, non-employees, and visitors.

What are we asking?

Read the draft. Compare it with how your unit plans and pays for meals today. Then tell us:

• What is unclear?
• Do the situations cover the events your unit hosts?
• What is missing?

How do I comment?

The comment period is open November 9 – 23. Read the draft policy. Then submit your feedback through the online comment form. We review every comment before we finalize the policy.

Questions about the policy? Contact Procurement & Payment Services at 701.777.2771 or UND.pps@UND.edu.