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City of Newport News Section 1405
Personnel Administrative Manual Effective July 1, 2023
substantive and bona fide City related business during the meal.
d. List by name all persons involved in the meal and the reason for the meal. If the
reimbursement is for a large group of participants, identify the number of people fed
and explanation of additional meals, if necessary (e.g., coverage of walk-ins).
5. Expenditures for business meals, including delivery costs and reasonable tips, shall be
limited to 50% over the amount allowed under GSA Rate Table, excluding the Incidental
allowance. Business meal expenditures above 50% over the applicable GSA rate are not
permitted.
6. Registration at a banquet is considered an appropriate expense for an individual when the
employee is attending the function on behalf of the City. Cost of the banquet is not subject
to the meal allowance limitation as mentioned above.
D. EMPLOYEE EVENTS AND OTHER MEALS PROVIDED TO CITY EMPLOYEES
1. Infrequent meals may be provided to employees for recreational, social or similar activities
such as annual picnics or employee appreciation events, or to allow for overtime work in
extenuating circumstances on an infrequent basis. Such events generally improve
employee morale and facilitate team building. Meals purchased for these purposes must
adhere to all non-travel business meal cost limitations, approval and documentation
requirements.
2. Payment or reimbursement for other mea.ls provided to City employees must:
a. Be approved by the Department Director or designee.
b. Include the original, itemized receipt.
c. List by name all persons involved in the meal and the reason for the meal. If the
reimbursement is for a large group of participants, identify the number of people fed
and explanation of additional meals, if necessary (e.g., coverage of walk-ins).
3. Expenditures for meals provided to employees, including delivery costs and reasonable
tips, shall be limited to the amount allowed under GSA Rate Table, excluding the
Incidental allowance. If the total amount paid exceeds the total meal allowance allotted
under the GSA Rate Table, directors or their designee may authorize meal costs up to 50%
over the applicable GSA allowance with the original, itemized receipts. Meal expenditures
above 50% over the applicable GSA rate are not permitted.
4. With the exception of City-wide events offered to all employees (i.e. wellness activities,
annual employee appreciation picnics), entertainment and recreation expenses for
employees are generally not permissible use of City funds.
5. De minimis awards and prizes that are not cash or cash equivalent, such as hats, t-shirts,
water bottles, pens, plaques, and other items of nominal value, may be provided
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