Business Meals Pre-Approval Waiver and Exception Request Letter

To: All VCCS Presidents and Vice Presidents

From: Shared Services Center

Area: Travel and Expense

Reason: Business Meals Pre-Approval Waiver and Exception Request Letter

Date: December 10, 2019

The Shared Services Center (SSC) is pleased to share the following information regarding a Department of Accounts (DOA) approved waiver for select business meal situations.

Effective July 1, 2019, business meal pre-approval became a requirement by CAPP Section No. 20300 – Cash Disbursements Accounting, Topic No. 20335 – State Travel Regulations. The VCCS felt there was a legitimate business need for impromptu meals and sought a waiver from DOA for exceptions so as to remain in compliance.

Effective November 25, 2019, this waiver was granted by the DOA with restrictions. The only VCCS members to which this waiver applies are the Chancellor and his cabinet as well as Presidents and their cabinet. A pre-approval is still required for planned business meals, but for those unforeseeable times when impromptu business meals apply (i.e. a business meeting needs to continue over a meal or visitors are unplanned), an exception letter would be necessary.

It is important to set guidelines to remain in compliance with this waiver. The SSC will track and monitor usage by school and by individual. An exception letter will need to be signed by the applicable approval authority at your agency listing those employees by name to whom this would apply. The exception letter (template attached) should be sent to the Shared Services Center at help and updated at the beginning of each fiscal year or as personnel changes occur. Thank you in advance for your cooperation.

If you have any other questions, please call the SSC Help Center 877-340-5577 or email help.

Business Meals Letter Template