Update to Hospitality Policy
Federal opportunity from West Virginia University Procurement. Place of performance: WV.
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Update to Hospitality Policy Wednesday, August 13, 2025 Please find the updated Hospitality Services policy . It is very important that you review this policy, and particularly the two sections below, as we want to maintain fiscal responsibility. Employee training and development . Light refreshments and meals during planned employee training and development events involving multiple employees. The duration of the training must be longer than two hours. This also includes formal staff retreats. These events should be restricted, must be budgeted for, and require Dean/VP approval. Working Meals. Occasional, non-routine, modest refreshments and meals consumed during working hours, where all attendees are employees, may be permitted under exceptional circumstances. These instances should be infrequent, must be pre-approved by the Dean or Vice President, and must be included in the departmental budget. When the meal is funded by WVU, one of the following must be met: The meal is necessitated by emergency operational requirements. The meeting time is longer than two hours, encompasses a regular mealtime, and could not otherwise be scheduled during regular working hours. The food should be served on campus rather than at a dining establishment. When the meal is funded by the WVURC overhead or WVUIC, one of the following must be met: The meal enhances or extends the quality of the work, facilitates a business meeting, or is necessitated by workload or scheduling conflicts. The meeting time encompasses a regular mealtime and could not otherwise be scheduled during regular working hours. Note that the above approval changes remove the requirement for Paula Congelio or Mark Gavin to approve employee only events (the current spend guidelines requirement) and that it is now the responsibility of the Dean/VP. Thank you in advance and please feel free to Rachel Hays or myself with any questions. Barb Barbara A. Weiss, CPA, MBA Senior Associate Vice President, Finance All News Articles Related Articles Upcoming change: business purpose required for sponsored award funded purchases New Staples Guide for Printing MyTravel Tool Discontinued University Travelers are encouraged to join Emerald Club WVU implements new mobile device policy Archives October 2025 1 September 2025 1 August 2025 1 March 2025 1 October 2024 2 February 2024 1 November 2023 1 July 2023 1 June 2023 1 March 2023 1 February 2023 1 January 2023 1 November 2022 2 October 2022 1 September 2022 2 July 2022 2 June 2022 1 May 2022 2 February 2022 3 January 2022 2 December 2021 1 November 2021 2 October 2021 4 September 2021 3 August 2021 3 July 2021 1 June 2021 4 May 2021 1 April 2021 2 March 2021 4 February 2021 2 January 2021 1 December 2020 2 November 2020 2 September 2020 1 July 2020 3 June 2020 3 May 2020 2 April 2020 1 March 2020 5 January 2020 3 December 2019 1 November 2019 1 September 2019 2 August 2019 1 June 2019 6 April 2019 3 March 2019 1 February 2019 1 January 2019 3 December 2018 3 June 2018 3 Wednesday, August 13, 2025 Please find the updated Hospitality Services policy . It is very important that you review this policy, and particularly the two sections below, as we want to maintain fiscal responsibility. Employee training and development . Light refreshments and meals during planned employee training and development events involving multiple employees. The duration of the training must be longer than two hours. This also includes formal staff retreats. These events should be restricted, must be budgeted for, and require Dean/VP approval. Working Meals. Occasional, non-routine, modest refreshments and meals consumed during working hours, where all attendees are employees, may be permitted under exceptional circumstances. These instances should be infrequent, must be pre-approved by the Dean or Vice President, and must be included in the departmental budget. When the meal is funded by WVU, one of the following must be met: The meal is necessitated by emergency operational requirements. The meeting time is longer than two hours, encompasses a regular mealtime, and could not otherwise be scheduled during regular working hours. The food should be served on campus rather than at a dining establishment. When the meal is funded by the WVURC overhead or WVUIC, one of the following must be met: The meal enhances or extends the quality of the work, facilitates a business meeting, or is necessitated by workload or scheduling conflicts. The meeting time encompasses a regular mealtime and could not otherwise be scheduled during regular working hours. Note that the above approval changes remove the requirement for Paula Congelio or Mark Gavin to approve employee only events (the current spend guidelines requirement) and that it is now the responsibility of the Dean/VP. Thank you in advance and please feel free to Rachel Hays or myself with any questions. Barb Barbara A. Weiss, CPA, MBA Senior Associate Vice President, Finance When the meal is funded by WVU, one of the following must be met: The meal is necessitated by emergency operational requirements. The meeting time is longer than two hours, encompasses a regular mealtime, and could not otherwise be scheduled during regular working hours. The meal is necessitated by emergency operational requirements. The meeting time is longer than two hours, encompasses a regular mealtime, and could not otherwise be scheduled during regular working hours. The food should be served on campus rather than at a dining establishment. When the meal is funded by the WVURC overhead or WVUIC, one of the following must be met: The meal enhances or extends the quality of the work, facilitates a business meeting, or is necessitated by workload or scheduling conflicts. The meeting time encompasses a regular mealtime and could not otherwise be scheduled during regular working hours. Note that the above approval changes remove the requirement for Paula Congelio or Mark Gavin to approve employee only events (the current spend guidelines requirement) and that it is now the responsibility of the Dean/VP. The meal enhances or extends the quality of the work, facilitates a business meeting, or is necessitated by workload or scheduling conflicts. The meeting time encompasses a regular mealtime and could not otherwise be scheduled during regular working hours. All News Articles Related Articles Upcoming change: business purpose required for sponsored award funded purchases New Staples Guide for Printing MyTravel Tool Discontinued University Travelers are encouraged to join Emerald Club WVU implements new mobile device policy Archives October 2025 1 September 2025 1 August 2025 1 March 2025 1 October 2024 2 February 2024 1 November 2023 1 July 2023 1 June 2023 1 March 2023 1 February 2023 1 January 2023 1 November 2022 2 October 2022 1 September 2022 2 July 2022 2 June 2022 1 May 2022 2 February 2022 3 January 2022 2 December 2021 1 November 2021 2 October 2021 4 September 2021 3 August 2021 3 July 2021 1 June 2021 4 May 2021 1 April 2021 2 March 2021 4 February 2021 2 January 2021 1 December 2020 2 November 2020 2 September 2020 1 July 2020 3 June 2020 3 May 2020 2 April 2020 1 March 2020 5 January 2020 3 December 2019 1 November 2019 1 September 2019 2 August 2019 1 June 2019 6 April 2019 3 March 2019 1 February 2019 1 January 2019 3 December 2018 3 June 2018 3 Upcoming change: business purpose required for sponsored award funded purchases New Staples Guide for Printing MyTravel Tool Discontinued University Travelers are encouraged to join Emerald Club WVU implements new mobile device policy Archives October 2025 1 September 2025 1 August 2025 1 March 2025 1 October 2024 2 February 2024 1 November 2023 1 July 2023 1 June 2023 1 March 2023 1 February 2023 1 January 2023 1 November 2022 2 October 2022 1 September 2022 2 July 2022 2 June 2022 1 May 2022 2 February 2022 3 January 2022 2 December 2021 1 November 2021 2 October 2021 4 September 2021 3 August 2021 3 July 2021 1 June 2021 4 May 2021 1 April 2021 2 March 2021 4 February 2021 2 January 2021 1 December 2020 2 November 2020 2 September 2020 1 July 2020 3 June 2020 3 May 2020 2 April 2020 1 March 2020 5 January 2020 3 December 2019 1 November 2019 1 September 2019 2 August 2019 1 June 2019 6 April 2019 3 March 2019 1 February 2019 1 January 2019 3 December 2018 3 June 2018 3
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BidPulsar Analysis
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The West Virginia University Procurement has issued an update to its Hospitality Services policy, effective from August 13, 2025. Key changes include the requirement for Dean/VP approval for employee training meals and working meals, simplifying prior approval processes that involved specific individuals. This policy aims to support fiscal responsibility while allowing modest meal funding in specific circumstances.
The buyer is aiming to clarify and streamline the approval process for hospitality-related expenses, specifically for employee training and working meals, to enhance fiscal responsibility within the institution.
- Review the updated Hospitality Services policy.
- Identify budget constraints for employee training and working meals.
- Ensure compliance with approval processes set by Dean/VP.
- Train relevant personnel on the new policy changes.
- Acknowledgment of policy changes.
- Confirmation of understanding fiscal constraints.
- Approval matrix for meal funding scenarios.
Source coverage notes
Some notices publish limited source detail. Confirm these points before final bid/no-bid decisions.
- Specific metrics for success of these policy changes.
- Details on any penalties for non-compliance with the policy.
- Information on who will enforce the policy within departments.
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