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From Brian Murphy, Assistant Vice President for Finance:
CUNY has disseminated new guidelines that clearly define the use of tax-levy funds for
meals and refreshments. They may have an impact on your current use. The salient points are highlighted below. Go to
for the complete guidelines.
Summary Guidelines for Meals Served on Premises for Business Meetings (Senior Colleges and Central Office)
The City University of New York must adhere to New York State requirements of reasonableness when ordering food for a meeting. In an effort to comply with the
state, CUNY has implemented the requirements below.
To provide food, meetings must adhere to the following:
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Payment or reimbursement of meals and refreshments at meetings must be regarded as an atypical event, and NOT as a routine business practice.
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The purpose and expected duration of the meeting must be stated in the agenda.
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The meeting must be at least 2 hours long and must include attendees other than departmental staff.
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If a meeting is canceled, the food request must be canceled immediately.
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The number of attendees must equal or exceed the number for whom food was ordered.
After the meeting, you must submit the original agenda indicating the date and duration and a printed attendees sheet signed by each attendee. If that is not
possible, the meeting organizer must submit a signed list of all of the attendees. The agenda and the signed original attendance sheet or signed list of attendees must be submitted to the Accounts Payable Office along with the approval to pay.
If there are changes in the number of attendees, etc., you must inform the person placing the order at least 24 hours ahead of time so the food order can be adjusted.
Repeated failure to provide accurate information may result in the loss of food privileges at future meetings.
Please note: Twenty-four hour notice is required for cancellation of food and refreshments.
Food categories:
Light Refreshments: State allowable $8.00 per person
(Ex., bagels, rolls, Danish, assorted cookies, fruit, coffee and tea)
Modest Meal: State allowable $15.00 per person
(Ex., assorted sandwiches, choice of pasta or tossed green salad, soda, water, and juice)
Costs that are NOT allowed:
a.
Social Events
On-site social events, such as office parties, birthdays, retirements, funerals, graduations, and student or employee recognition events are not allowable costs and should
never be paid from tax levy funds.
b. Alcoholic Beverages
Alcoholic beverages or related costs can never be paid for or reimbursed by tax-levy funds.
c. Offsite Staff Meetings
Meals solely for CUNY employees taken off site, while not in Travel status, must NOT be paid from tax levy funds under any circumstance.
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