COMMENT DUE DATE:
June 3, 2016
DATE:
May 24, 2016
AnnaLee Scharbor, Management Alanyst 405-521-6389
Dena Thayer, programs administrator 405-521-4326
Nancy Kelly, Policy Specialist 405-5226703
RE:
Non-APA WF 16-B
The proposed policy is Non-APA . This proposal is not subject to Administrative Procedures Act
SUBJECT:DHS SUBCHAPTER 1. HUMAN RESOURCES MANAGEMENT
PART 5. CLAIMS
DHS:2-11-50. Refreshments and meals [ISSUED]
Reference WF 16-B
SUMMARY:
DHS:2-11-50. This policy provides DHS specific rules to determine if requested meal and refreshment purchases may be approved and the necessary steps to do so.The Office of Management and Enterprise Services requires agencies using a P-Card to have a documented food purchase policy.
DHS SUBCHAPTER 11. Finance
PART 5. CLAIMS
DHS:2-11-50. Meals and refreshments
Issued 6-1-16
(a) Purpose.Meal or refreshment purchases for official Oklahoma Department of Human Services (DHS) required training sessions, meetings, or similar activities (event) are allowable expenses, per (c) and (d) of this Section.
(b) Scope.Meal or refreshment purchases are not allowable expenses for events, such as, but not limited to:
(1) ordinary or regularly scheduled day-to-day operations, staff meetings, or trainings; and
(2) non-business events, retirement or birthday parties, wedding or baby showers.
(c) Meals.
(1) The meal purchase must be approved by the appropriate program director or officer.
(2) The event must last for four or more hours; or circumstances require that the event is scheduled during normal meal hours.
(3) Supporting documentation must be provided to the Financial Services Claims Unit and include an agenda or similar notice, attendee list, itemized invoice or receipt, and an event justification along with the statement:"This food purchase is in the best interest of the State, is for a lawful public purpose, and is being provided only to DHS staff and official guests participating in the event."
(4) The average cost of all food including meals and refreshments per participant, including DHS employees and official guests does not exceed 1/4 of the (General Services Administration (GSA) per diem unless approved by the appropriate program director or officer.Refer to www.gsa.gov.
(d) Refreshments.
(1) The refreshment purchase must be approved by the appropriate program director or officer.
(2) Supporting documentation must be provided to the Financial Services Claims Unit and include an agenda or similar notice, attendee list, itemized invoice or receipt, and event justification along with the statement:"This food purchase is in the best interest of the State, is for a lawful public purpose, and is being provided only to DHS staff and official guests participating in the event."
(3) The average refreshment cost per participant, including DHS employees and official guests does not exceed 1/8 of the applicable GSA per diem unless approved by the appropriate program director or officer.Refer to www.gsa.gov.
(e) Exclusions.This policy does not apply to food purchased for official DHS employee recognition functions, per DHS:2-1-3-10 or food purchased through the SATTRN contract.
