The following should be considered when planning for retreats and workshops that involve expenditures on food and/or beverages:
• Such retreats and workshops should be scheduled to cover a minimum of 4 hours to a full day. This 4 hour minimum can include the time set aside for the meal that’s provided. For example, a retreat/workshop scheduled for 3 hours with a 1 hour lunch would satisfy the minimum 4 hour requirement. Retreats and workshops scheduled to cover a time frame significantly less than 4 hours would be categorized as working lunch meetings under the Discretionary Spending Policy; funded by WKU Foundation funds with prior approval from an Administrative Council member or designee.
• Units are encouraged to utilize campus facilities (e.g. Kentucky Museum, Knicely Conference Center, Augenstein Alumni Center).
• As suggested by the CFO’s Office, the cost of meals (per person) should not exceed the amounts indicated below when using state funds. Units may use WKU Foundation funds to cover reasonable differences.
o $9.00 for Breakfast
o $14.00 for Lunch
o $23.00 for Dinner
Requests for retreats and workshops that involve expenditures on food and/or beverages should be submitted at least one week in advance of the event for approval. Please complete and submit the form below.