Food Purchases

Reminder about food 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 food 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.