To establish clear guidance for when Lane Community College may provide food and beverages to employees at college-sponsored meetings, events, or celebrations. This procedure ensures compliance with Oregon Government Ethics Laws and the Oregon Government Ethics Commission Advisory Opinion No. 25-126A by designating such provisions as part of the employee’s official compensation package when properly authorized. It applies to all College departments and employees. Non-compliance may result in disallowed expenditures or corrective action in accordance with College policies.
Lane Community College recognizes that providing food and beverages at meetings and events can support employee engagement, productivity, and well-being. This practice is appropriate when incidental to college business, when it occurs during customary meal times, and when deemed in the best interest of the College by an authorized manager.
Under Oregon Government Ethics Law, food and beverages given by the College to employees must be formally authorized as part of an employee’s official compensation package to avoid violations of misuse of office provisions. This procedure sets forth when and how managers may approve such expenditures and the required documentation to ensure compliance.
Authorized Provision
Food and beverages may be provided to employees including any of their relatives or household members who are accompanying them when:
- The meeting or event is College-sponsored and occurs during customary meal hours.
- The provision is incidental and directly supports a business, training, or celebratory purpose aligned with College priorities.
- A manager or supervisor determines it is in the best interest of the College and approves the expense.
Designation as Compensation
Provided they comply with this procedure, such food and beverages are treated as part of the employee’s official compensation package under ORS 244.040(2)(a) and qualify as a de minimis fringe benefit under applicable tax law.
Approval and Budget Compliance
Employees with budget authority must ensure expenditures align with College budget authority and procurement procedures.
Documentation
Departments must retain documentation that shows:
- The business purpose of the event.
- The names of attendees.
- Receipts and proof of approval.
This documentation must accompany purchasing card records or reimbursement requests.
Prohibited Uses
College funds may not be used for purely private or social events unrelated to College business or personal celebrations held off campus.
Compliance and Consequences
Misuse of College funds or non-compliance with this procedure may result in disallowed reimbursements and corrective action per College policy and collective bargaining agreements.
Official Compensation Package: Wages and benefits specifically approved by the College through an employment contract, collective bargaining agreement, or formally adopted policy, including direct payment of work-related expenses consistent with College policy.
Incidental Provision: Food or beverages provided as a secondary, supportive element to a legitimate College-sponsored meeting, training, or event.
College-Sponsored Event: An event organized, hosted, or authorized by the College that serves a business or operational purpose aligned with the College’s mission and values.