Food Purchase Guidelines

The P-Card Food Exemption procedure has been updated to streamline purchasing processes for campus and community food vendors, and to reduce manual work.

P-Cards are the preferred payment method for food purchases and a P-Card Food exemption form is not required, except for purchases of food with the P-Card while traveling.  Purchases of food while traveling still requires the completion and approval of the P-Card Food Exemption While Traveling form.  

All food purchases must follow the applicable policies and procedures. The completion and approval of a Meal/Entertainment Request (MER) form prior to purchase may be required. Approved MER forms must be retained with the P-Card transaction in Bank of America Works.

Policy and Procedures:

P-Card, Meal and Refreshment, and Entertainment/Public Relations policies and procedures must be followed.

Below are a few examples of food-related requirements and guidelines:

  • Complete of a MER form.
    • Review Policy 4.116 and 4.117 for allowability information.
    • Guidelines for per person allowance (varies by location, MER, time of day)
    • Since the MER is approved before the event, the overall cost must continue to be reviewed if there are fewer persons in attendance than anticipated. The overall cost should not exceed the applicable per person per diem.
    • Food purchases such as for labs and programmatic needs (ex: KinderCollege) need not complete a MER.
    • Often requires agendas and/or a list of attendees – depending upon the event.
  • No purchase of alcohol with the P-Card at any time.
  • Following of tip (gratuity) requirements (max 20% pre-tax)
    • When tipping, the tip plus the meal cost should not exceed the maximum allowable per diem.
    • The maximum allowable tip is 20% of the pre-tax bill. Please confirm with the food service provider before eating, particularly with a large group, as to whether a tip is automatically added to the bill and ensure the maximum per diem is not exceeded.
    • If a service fee or rental fee is added to the food bill, confirm the tip is not calculated on these fees as this is not an allowable expense.
  • Must maintain compliance with tax allowability. LC State is tax-exempt for purchases in the State of Idaho. It is recommended to carry a tax-exempt certificate (available at Purchasing – Forms site).
  • Proper use of fund type (see policy 4.116 and 4.117 and the matrix in the appendix for what fund types are allowed for food purchases).
  • If you are providing food as a gift to an LC State student, please confirm with Financial Aid and Student Accounts before to ensure there is no financial aid or tax implications.
  • Food/snacks/beverages valued at $100 or more, purchased for regular meetings of Associated Students of Lewis-Clark State College (ASLCSC), Residence Life and recognized student organizations where the public is not invited, requires approval from Sodexo due to Sodexo’s exclusivity for campus food service.

Examples of acceptable food purchases on the P-Card:

  • Orientation meals for students while not in travel status.
  • Meeting meals for employees (following appropriate guidelines such as MER process).
  • Recruitment meals for athletes, students, and potential employees (non-travel status allowable, not allowable when in travel status ex: employee traveling should not use P-Card for a recruitment meal, can use the P-Card while local and not in travel status).
  • Purchase of food for a program in which meals/snacks are required.
  • Limited allowed use while in travel status for non-employee expenses only
    • Use to purchase meals for student athletes while traveling, NOT allowable for employee use.
    • Use to pay for event fees and meals related to field trips or conferences (P-Card may be used for meal expense for all attendees excluding employees). NOT allowable if any per diem was provided to students before departure.