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eReimbursement

Reimbursement for meals is usually under specific circumstances, because the UW does not normally pay for a person’s lunch during their work hours. Circumstances that the meal could be reimbursed are, as an example, if you hosted or attended a business meeting where a meal or light refreshment was an integral part of the meeting or a recognition or training event. 

Food Approval

If you purchase an item normally classified as food but use it for another purpose, it is still treated as food and therefore, not taxable.

Example 1: A department purchases vinegar but uses it for cleaning. The vinegar is not taxable. 

Example 2: A department purchases pumpkins in fall and has students decorate them for display in the office. The pumpkins are still considered food and are not taxable.

What are examples of items which do not apply to this rule? Items sold for medical or hygiene purposes, alcohol, tobacco, candy, bottled water, soft drinks, and prepared foods. 

See: http://app.leg.wa.gov/wac/default.aspx?cite=458-20-244, #2b.

 

Reimbursement for meals is usually under specific circumstances, because the UW does not normally pay for a person’s lunch during their work hours. Circumstances that the meal could be reimbursed are, as an example, if you hosted or attended a business meeting where a meal or light refreshment was an integral part of the meeting or a recognition or training event. 

Per the Food Approval page, gift budgets are now the only types of budgets that are flagged for food. To flag a gift budget for food approval, please contact GCA at gcahelp@uw.edu. For all other budgets, please follow the guidance found on the Food Approval page to approve meals and light refreshments.

Department should keep the completed food approval forms on file in the department. When paying for food or an event through ARIBA, departments may also attach the form to the order or invoice in ARIBA (such as on a Non-Catalog order, Non-PO Invoice, or eReimbursement).

Food or beverages integral to an event is meant to indicate the types of meetings where UW business is conducted, the location is away from the place where the employee normally performs his or her work, where food and refreshments are needed or wanted, and where obtaining meals or refreshments would be disruptive to event continuity. In these cases, a Food Approval form for meeting/trainings can be used.

Generally, the Food Approval form is not for regularly scheduled meetings, such as a department-wide monthly meeting. Refreshments served at these types of meetings would require a discretionary budget. 

No, food purchased for research does not require a food approval form.  Please refer to the Food Approval page for more information.  

Tax

If you purchase an item normally classified as food but use it for another purpose, it is still treated as food and therefore, not taxable.

Example 1: A department purchases vinegar but uses it for cleaning. The vinegar is not taxable. 

Example 2: A department purchases pumpkins in fall and has students decorate them for display in the office. The pumpkins are still considered food and are not taxable.

What are examples of items which do not apply to this rule? Items sold for medical or hygiene purposes, alcohol, tobacco, candy, bottled water, soft drinks, and prepared foods. 

See: http://app.leg.wa.gov/wac/default.aspx?cite=458-20-244, #2b.