ࡱ> ECF!` :bjbj\\ .&>> 08$40!h\p(>2F r!t!t!t!t!t!t!$[#h%!!!///pr!/r!//V @&!P sŴ7p r!!0! TM&0M&&!M&&!LR>,/$RRR!!XRRR!000 000 000 Թ Community College Food Purchase Process Please follow these steps to purchasing food on state procurement card: FOOD FORM Important Notes: The form needs to be filled out 10 Days before the event Copies of the food form, the final agenda, attendance, and minutes are to be kept on file in the Department Office. The per person amount of the food can not exceed the travel meal allowance rate:  HYPERLINK "https://inside.seattlecolleges.com/southnet/travel.html" https://inside.seattlecolleges.com/southnet/travel.html (See the Per Diem map link) ( Fill out the food form Request for Coffee / Light Refreshments completely. All areas of the form need to be completed in order to approve the food purchase. ( Route the food form to the Division Administrator and appropriate Vice President (HYPERLINK "https://inside.seattlecolleges.com/southnet/adminserv/Campus_Signature_Procedure_2005_SSCC_Simplified.XLS" Signature Matrix ). The Division Administrator will review the event to make sure it fits with State Regulations: The purpose of the meeting is to conduct  HYPERLINK "http://www.ofm.wa.gov/policy/glossary.htm" \l "official state business" official state business or to provide training to state employees or state officials; and The meals are an integral part of the business meeting or training session, and The meeting or training session takes place away from the employees or officials  HYPERLINK "http://www.ofm.wa.gov/policy/glossary.htm" \l "regular workplace" regular workplace, and The agency head or authorized designee approves payment for the meals in advance of the meeting by defining in the agency internal policies and procedures ( HYPERLINK "http://www.ofm.wa.gov/policy/10.10.htm" \l "10.10.10" Subsection 10.10.10) those meetings where attendance by agency employee(s), official(s) or others, and reimbursement for the meals regardless of travel status, is advantageous to the state.  HYPERLINK "http://www.ofm.wa.gov/policy/70.15.htm" http://www.ofm.wa.gov/policy/70.15.htm ( After obtaining the Division Administrators approval, route the form to the Business Office for review. The Business Office will return the food form to Department Office. CREDIT CARD AUTHORIZATION Obtain a credit card authorization from the Department Office Manager, complete all areas of the form, and obtain approval from the Division Administrator prior to checking out and using the Department Credit Card. Give the approved form to the Department Office Manager to check out the card. Purchase the food for the event and return ORIGINAL receipt to Department Office Manager. AFTER THE MEETING When the meeting or event is over, give the Department Office Manager a copy of the agenda, the minutes, and the attendee list for the file. FILING REQUIREMENTS In the Credit Card Binder, please keep the following: Original Credit Card Authorization form with Division Administrators signature Original receipt from the purchase Copy of the approved food form (original to be kept in Business Office) Copy of the attendee list AUDIT PROCESS The Business Office will audit food purchases once per quarter on a surprise basis. This is in addition to the annual full credit card audits.     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