For the purposes of this policy, the term “local” also refers to the Joint Genome Institute and the Laboratory DC Office.
Use of Laboratory funds to provide food service (i.e., meals and/or refreshments) for government employees or contractors while at their primary duty station is considered unnecessary and unreasonable. Likewise taking guests, customers, or associates to breakfast, lunch, or dinner, where the primary purpose may appear to be social, is unallowable.
Payment for modest food service with federal funds during a meeting or conference is allowable if all of the following conditions are met, justified, and documented:
On-site food service for meetings provided by outside vendors (including the Laboratory-contracted food services vendor) requires a Laboratory-Hosted On-Site Meeting Request form.
It may be determined that a Laboratory-hosted meeting with food service (that does not meet the required criteria) is a critical function that supports best practices and the mission of the Laboratory. In this instance, the discretion of the Laboratory Director may be used to support a special request for food service. Special requests should be submitted in writing to the Laboratory Director by the appropriate Division Director for approval, prior to submitting it to Conference Services.
For food service for Conferences, see the Conference Services Web site.
An exception to this policy exists for strategic planning meetings. The Laboratory is allowed two strategic planning meetings per fiscal year for each Division (or department reporting directly to the Director’s Office) where food service may be provided and the meeting does not otherwise meet the policy requirements for non-LBNL employee participants.
The annual two-meeting allotment for strategic planning meetings must meet the following criteria:
Each Division will track and document its two-meeting allotment. Conference Services will also approve requests for Strategic Planning Meeting meals in advance and will monitor the two-meeting allotment.
Food service for Strategic Planning Meetings also requires either a Laboratory-Hosted On-Site Meeting Request form, or a Laboratory Off-Site Meeting Request form.
Except as specifically authorized in this policy, the use, possession, or consumption of alcoholic beverages on premises owned or controlled by the Laboratory is prohibited.
With prior written approval, alcoholic beverages may be served on certain occasions at functions held on Laboratory premises. Such requests must be made in writing and submitted in advance to the Laboratory Director or designee for approval. The request must specify the official purpose of the function; the number of anticipated attendees; the date, time, place, and host of the function; and designate a nonfederal source of funds for purchase of the alcoholic beverages.
Reimbursement for recruitment meals during the hiring process is limited to lunch or dinner (breakfast and refreshments will not be allowed). Reimbursement for recruitment meals is allowable if all of the following conditions are met:
A request for reimbursement for a recruitment meal must be submitted to Conference Services for pre-approval (before expenses are incurred) via a Recruitment Meal Approval Request form. (See RPM §2.01 (Hiring Policies and Procedures).
If either party is not in official travel status, the cost of that party’s meal will not be reimbursable unless a very strong justification from the Division Director is provided to Conference Services for approval prior to the meal that demonstrates the meal is a necessary part of the recruitment process. If this request is approved, reimbursement will be made through a Request for Issuance of Check form.
In addition, if a meal for either party is furnished by the University of California or another government agency, the meal is considered part of the travel per diem rate and cannot be reimbursed as a direct charge.