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19.1. For the purposes of this section of the policy, "Hospitality"
means food, non-alcoholic beverages, and related expenses for the
reception of guests by the Department for a specific event or function;
as referenced in WV Division of Finance and Administration Policy
Number 11; "promotion" means expenditures by the Department
for display booths, promotional items at trade shows or similar
events, promotion or exposure of service(s) provided, enhancement
of professional (not personal) image, and/or the attraction of business
and/or clientele, as referenced in WV Division of Finance and Administration
Policy Number 13, and "guest" means any person who is
not an employee of the Department.
19.2. Any hospitality or promotional expenditures require
the prior written approval of the Division Director. Expenditures
exceeding $25 must also have the prior approval of the Commissioner
or his/her designee. Events estimated to cost $5000 or greater require
the advance approval by the Department of Administration.
19.3. In the conduct of day-to-day business, it is not anticipated
that the Department will need to incur meal or other hospitality
related expenses involving its employees. However the following
examples represent some circumstances in which the Department, using
prudent judgment, may incur expenses involving employees:
..........19.3.a. An event hosted
by the Department and specifically planned for participants (guests
and/or employees) of a conference, seminar, workshop, or similar
event where state employees are attending this event as registered
and/or paying attendees, as host/hostess, or other assigned supporting
positions.
..........19.3.b. Employees
meeting with state employees from other geographic areas for a specific
business purpose.
..........19.3.c. Entertainment
of guests and authorized employees related to economic development
in the state by employees.
19.4. Food and beverages purchased for a hospitality event
or function, regardless of the dollar amount are exempt from bidding
procedures.
19.5. Abuses of hospitality expenses by employees will result
in disciplinary action under the provisions of Section 15 of this
policy.
19.6. Expenditure requests relating to hospitality or promotions
should contain the following information:
..........19.6.a. purpose;
..........19.6.b. anticipated
cost;
..........19.6.c. funding source
(account number);
..........19.6.d. payee;
..........19.6.e. date of event;
and
..........19.6.f. the anticipated
benefit of expenditure.
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