Food Approval for Grant, Contract and Gift Accounts

Included on this page: Definition/Background Requests for Food Approval Types of Budgets That May Be Authorized by Grant and Contract Accounting to Purchase Food Process GCA Responsibilities Indication That Food May Be Charged to a Budget Other Food Approval Information Helpful Hints References

Definition/Background:

In the general conduct of University activities, the purchase of food and/or beverages with University funds is not permitted. The University of Washington policy assures compliance with Article VIII, Section 5 of the Constitution of the State of Washington which prohibits the University from making a gift of public funds to any individual or association. The purchase of food or beverage with public funds to be consumed by persons who have not paid for it through participant fees or by other methods is considered a gift to them in violation of the State Constitution. Consequently, food and/or beverage purchases must be made through budget numbers for which such authority has been requested and approved in advance of any purchases.

Requests for Food Approval on Grant, Contract and Gift Accounts:

Requests for food approval for grant, contract and gift accounts should be submitted to Grant and Contract Accounting at Box 351122, accompanied by sponsor/donor authorization or approved budget, if applicable. These requests are reviewed for compliance with applicable rules and regulations.

Types of Budgets That May Be Authorized by Grant and Contract Accounting to Purchase Food:

Grant or Contract budgets (meeting one of the following criteria)
1. Letter from sponsor;
2. Approved and funded budget proposal with a separate line item for food;
3. Meeting and conferences funded as part of the grant or contract with food identified as a specific line item or sponsor regulations allowing food if a conference or meeting is funded;
4. Hosting and entertaining is written into the proposal and funded;
5. Travel is a line item on the approved budget and the food purchases are included or in lieu of funded per diem; or
6. Food purchases are an integral part of the research, i.e. food may be needed for research subjects (e.g. juice and crackers for patients who are involved in blood tests) or for research conducted at field locations. Alcohol may also be allowed if it is for patient testing in research (e.g. alcohol used in research on the effects of alcohol on driving behavior).
Gift Budgets, Restricted and Unrestricted
Food purchases may be authorized on restricted and unrestricted gifts where the donors have specifically identified their intent to support the type of activity for which the food will be purchased.
Gift Budgets, Discretionary
Food and alcohol are automatically authorized on Discretionary gift budgets, i.e, budgets beginning with 64-XXXX. Expenditures on Discretionary budgets must be made in accordance with the discretionary fund policy statement.

Process:

To request food approval, send the following items to GCA:

A letter or email requesting food approval explaining the purpose of the food and
- for a grant/contract - a copy of approved budget or sponsor approval letter
- for a gift - a copy of the statement of donor's intent or fund raising letters

GCA Responsibilities:

Review the request and attached documentation and take the following actions:

If approved:

Turn on Grant Control Flag 10 (FIN, screen 4),
Assign food approval level 1-23 to signify type of approval (Explanation of Code Numbers),
Notify UW food providers that food is approved, and
Notify requesting department.

If denied:

Notify department of denial along with the reasons and possible remedies.

Indication That Food May Be Charged to a Budget:

The Budget Number Index (On-Line Financial Information System, Screen #4) lists Grant Control Flag 10 when food approval has been granted. The Financial Accounting System (Financial Index Inquiry, screen #5) Budget Number Validation Screen (#3) lists a code under food approval between 1 and 23 (see Food Approval Codes to identify the purposes for which food may be purchased).
The budget is on the monthly GCA distribution list of all budgets with food approval. This list is provided to campus departments authorized to charge food to UW budgets.

Other Food Approval Information:

Provided that a budget is approved for food and/or beverage, it may also pay for related items such as banquet permits, decorations etc.
If human subjects are involved in the research, the request for food approval must identify a Human Subject Approval Number from the Human Subjects Division.
At the department's request, sub-account(s) can be assigned the same food approval code assigned to the parent, unless the sub-account has unique sponsor imposed restrictions.

Helpful Hints:

To avoid problems in the food approval process:

include food as a line item in the proposed budget
and seek food approval prior to initiating food purchase.

References:

Compliance

Grant & Contract Glossary