Reminder about unallowable purchases :  

For the most part, purchasing food with district unrestricted funds is not allowed. There are a few rare exceptions. If purchasing food with district funds, please get prior approval and note on your CalCard Recon how this purchase falls within BP 5.8.3P.

• The following will not be approved:
  • Refreshments at routine staff/department meetings.
  • Office coffee or water service (unless no potable water is available in the building).
  • Refreshments for students (except for student outreach, recruitment and special program activities.)
  • Lunch expenses for staff (unless in conjunction with approved activities described below).
  • Costs associated with birthday, holiday, or farewell celebrations, or other social activities; office decorations; office plants.
• With prior approval, refreshments are acceptable at:
  • An interdepartmental or institutional gathering with a specific purpose or agenda, or
  • Activities, such as department retreats or training sessions, where adequate facilities are unavailable and/or using other facilities would excessively disrupt proceedings.
  • Expenses for meals should not exceed per diem travel rate.

If you are purchasing any of the above with categorical funds

• Prior approval from the grant manager is required.
• Please include a statement with your CalCard Recon stating:
  • How the purchase is allowable within the funding source.
  • How the purchase contributes to the intended outcomes of the categorical/program.
  • These justifications will be kept on file for the audit.
  • Expenses for meals should not exceed the per diem travel rate.