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Food Payments/Reimbursement

DIFR, IFR, State, and State Special Appropriation Accounts

1. Departments must notify Joanne Joy (2-6046) or Lisa Rizzo (2-6048) of any upcoming pre-planned, off-campus conferences, meetings, seminars, and/or training sessions that will result in the submission of a request for payment of food to a vendor or the reimbursement of food purchases to an employee. Joanne and/or Lisa will provide assistance in ensuring correct policies and procedures are followed.
2. Departments are advised to hold conferences, meetings, seminars, and/or training sessions on campus at campus meeting centers. Requests to hold conferences, meetings, seminars, and/or training sessions at an off-campus location will require prior approval from the Procurement Office (i.e. Joanne Joy or Lisa Rizzo).
3. A detailed program and/or event description specifying the nature of the university business conducted and its benefit to the State/University must be provided.
4. A listing of each individual in attendance at the event and their relationship to the business conducted must be submitted along with the payment/reimbursement request.
5. Only original itemized receipts (i.e. receipts with detailed food/beverage purchase information) will be accepted for reimbursement. Credit card receipts and/or statements will not be accepted for reimbursement.
6. As an agency of the State of New York , Stony Brook University will not reimburse for sales tax. A tax-exempt certificate must be presented for all food purchases.
7. The Procurement Office will not issue vendor payments or employee reimbursements for beer, liquor, or wine charges.
8. The Procurement Office will reimburse an employee for the actual receipted amount, not to exceed the per diem rate for the specific location at which the event was held. The per diem rate is all-inclusive of meal charges and gratuity charges/tips.
9. The Procurement Office will not issue vendor payments or employee reimbursements (drawn against DIFR, IFR, State, and/or State Special Appropriation Accounts) for food and beverages for members of the university faculty and staff when they are engaged in routine university business during normal business hours (i.e. faculty/staff meetings and/or departmental working lunches). The sole exception is when invited guests (other than university faculty and staff) are present and the meeting is clearly for business purposes. Vendor payments or employee reimbursements will be made in accordance with the local state per-diem rate of $8.00 for breakfast and $34.00 for dinner. Lunch expenses will be paid or reimbursed at a local rate of $25.00 (per person). Any amount exceeding the allowable rates will be considered a personal out-of-pocket expense. These rates are all-inclusive of meal charges and gratuity charges/tips.

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