An agency may not provide coffee and light refreshments at meetings and formal training sessions unless the agency has formally adopted written internal policies and procedures that describe the approval process for these items.

Per RCW 43.03.050(4), with approval of an agency head or authorized designee, an agency may serve coffee or light refreshments at a meeting where:

• The purpose of the meeting is to conduct state business or to provide formal training that benefits the state; and



• The coffee or light refreshment is an integral part of the meeting or training session; and



• The agency obtains a receipt for the actual costs of the coffee and/or light refreshments.

This authority is not intended for use with the normal daily business of elective or appointive officials or state employees, but rather for special situations or occasions, as determined by the agency head or authorized designee, for example, recognizing agency or employee accomplishments. Per RCW 43.03.050(3), in addition to the requirements noted in Subsection 70.10.20.a, coffee and light refreshments may be served to elective or appointive officials or state employees regardless of travel status where:

• The meeting or training session takes place away from the employee’s or official’s regular workplace; and



• The agency person responsible for the meeting receives agency approval for the serving of coffee and/or light refreshments prior to the event.

All legally authorized boards and commissions may provide coffee and/or light refreshments at their official public meetings, including executive sessions.

Agencies are not required to provide coffee and/or light refreshments at meetings.

Agencies may not make expenditures for coffee and/or light refreshments in the following situations:

• For anniversaries of agencies, receptions for new, existing, and/or retiring employees or officials, election celebrations, etc.

• Any "hosting" activities. "Hosting" includes, but is not limited to, those activities that are intended either to lobby a legislator or a governmental official, or are to be a social rather than governmental business event, and include expenditures for coffee and/or light refreshments for those whom agencies are not legally authorized to reimburse.

Agencies must document the request and approval for expenditures for coffee and/or light refreshments. Agencies may use a Travel Authorization (form A40-A) or agency equivalent form, an Invoice Voucher (form A19-1A), or a formally written agency memorandum for this purpose. The documentation should provide support for the authorization, including:

• The names of the state organizations or persons attending the meeting (includes conferences, conventions, and formal training sessions), and

• The purpose of the meeting or expenditure.