5321 - Meal Expenses Incurred During District Meetings

Policy:  Meal Expenses Incurred During District Meetings	Policy Number: 5321
Date of Original Policy: 02/25/2009	Date Revision Adopted: 02/03/2021
Reviewed by Policy Committee: 01/13/2021	Date of Next Review: 05/22/2023
Replacement of Policy Number:

In general, the provision of meals at a Jordan-Elbridge School District meeting will not be considered as an ordinary and necessary expense eligible for reimbursement or payment by the District.

Meals may be considered a proper municipal expense where the School District is faced with business of an immediate nature between two or more people and the meetings are required to be held at meal times due to staff schedules.

•    The topic(s) of the meeting must be of an immediate nature, or there must be a pressing need to complete the business at hand
•    Scheduling prevents the meeting from being held at a different time
•    The meal must be provided during the meeting, not at the beginning or end

Before meal expenses for meetings can be reimbursed or paid, the following information must accompany the invoice or claim form:
•    Date of the meeting
•    Time of the meeting
•    Purpose of the meeting
•    Attendees
•    Reason that meal had to be served during the meeting\

The Jordan-Elbridge Board of Education recognizes that on occasion the District will provide meals and/or refreshments at district meetings. Examples of authorized expenditures include, but are not limited to, refreshments for staff at opening and closing day gatherings, Superintendent’s Conference Days, and special events attended by parent and or students (curriculum night, parent conferences, orientation programs).