Food and/or beverage expenses provided by recipients are allowable subject to conditions below:
Costs for food and/or beverages provided at training sessions, meetings, or conferences must satisfy the following three tests:
To determine whether costs associated with food and/or beverages are allowable, you or your subrecipient must consider the “who” (audience) and “what” (condition) of the situation in which the food and/or beverages will be served. For example:
Allowable Food and Beverage Costs |
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A recipient sponsors an all-day training event at the L’Enfant Plaza Hotel to discuss policy topics. The event includes a working lunch with a speaker at which food and beverages are offered. The recipient invites Federal agency employees, its own employees, and people who are not associated with either the Federal agency or the recipient. This scenario passes all three tests; therefore, food and beverages may be provided with grant funds. |
Unallowable Food and Beverage Costs |
A recipient offers a hospitality suite the night before its conference at the L???Enfant Plaza Hotel. The recipient invites Federal agency employees, its own employees, and people who are not associated with either the Federal agency or the recipient. Even though the conference is work-related, the hospitality suite is considered a social event. This scenario fails the third test because food and beverages must not be directly related to amusement or social events. Although the conference is work-related, the part of it that takes place in the hospitality suite is purely social. Therefore, food and beverages may not be provided with grant funds. |
Anyone claiming the maximum daily reimbursement rates (per diem) for meals and incidental expenses (M&IE) who attends any events at which food and beverages are provided must deduct the allowance for such meals (i.e., working lunch/dinner) from his/her per diem claim. For more information on the requirements regarding furnished meals see Chapter 301 of the Federal Travel Regulation (FTR).
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