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Guiding Principles on Use of Public Funds for Staff Meal Reimbursement

This document outlines key performance audit findings concerning the use of public funds for staff meals. It highlights that public money should not be used for meals in instances where employees are not on travel status. Clarifications from the Attorney General emphasize that only under specific conditions, primarily related to travel, can meal reimbursements occur. The guidelines include new ADOA rules and necessary documentation, stressing compliance with regulations to avoid misuse of public funds, raising essential questions about the appropriateness of using district resources for meals.

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Guiding Principles on Use of Public Funds for Staff Meal Reimbursement

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  1. TO FEED OR NOT TO FEED That is the question

  2. Performance Audit FindingsFebruary 2008 • Meals served to staff not on travel status • Excessive travel expenses such as $70 dinners (for Superintendent and Governing Board members)

  3. Performance Audit FindingsAugust 2009 • Public Monies should not be used to feed staff

  4. Issues • Staff not on travel status • ADOA per meal amounts exceeded even while Supt and Board were on authorized travel status • Public monies should not be used for meals for staff

  5. When Are Meals Allowable? • Employee is on travel status; new ADOA rules effective January 1, 2008 • Travel distance threshold increased from 35 to 50 mile radius from home/office • Overnight stay required to reimburse expenses (through AP system) • No overnight stay then meal reimbursement aligns with IRS rules

  6. Reimbursement Amounts • There is no authority for meal reimbursement to exceed ADOA maximums. Ever! • Proper documentation of travel required, including receipts and electronically prepared travel claims

  7. But…… Is there any instance where public money can be spent for staff meals?

  8. According to Attorney General Opinion I90-077, staff meals may be provided only while employees are on travel status. Using Public Money for Staff Meals

  9. The 1990 Question May a school district use district funds to purchase food and beverages to be consumed by Board members and administration before a school board meeting held in the district?

  10. AG Opinion1990 We concur that school district monies, including revolving fund monies, may not be used to purchase meals for administrators attending such board meetings because pursuant to A.R.S. §§ 15-342(5) and 38-621 to 38-622, persons are eligible for subsistence only when traveling away from their “ designated post of duty.”

  11. ‘Public Monies’ Defined GESD used only monies from gifts and donations, facility rentals, etc. for light meals served in the course of a district sponsored event. Is this still ‘public’ monies?

  12. Clarification Sought….Again District has submitted a request for further clarification to the Attorney General. Response expected by March 12, 2010

  13. Questions Does your district have ‘extenuating’ circumstances? Let’s talk!

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