AS499, “Request for Approval of Special Meal”
The AS499 form should be completed and approved by the department prior to the event. The AS499 form should be attached to the
invoice/expense report for review prior to being processed. If the special meal is not in compliance, the department will be contacted to discuss
how the invoice/expense report will be handled.
For University guests, only one special meal can be reimbursed at the special meal allowance.
If multiple meals must be provided for a guest, the subsequent meals will be reimbursed at the per diem rate for the guest only and there is no
reimbursement provision for employees attending the subsequent meal, including the host employee.
The number of employees attending the special meal should be kept to a minimum.
1 - 6 Self-explanatory.
Caterer AS499 Required? Is Competitive Pricing/Requisition Required?
No, if Fund is not unrestriced FD100, FD101 & FD102*
or restricted FD241, FD250**
Yes
, if Fund is unrestricted FD100, FD101 & FD102*
or
restricted FD241, FD250, and cost of meal >$10,000**
* FD100 Unrestricted Fund ** FD241 Restricted State and Local gifts
FD101 Unrestricted Fund-Vet School FD250 Restricted State and Local Grants and Contracts
FD102 Unrestricted Fund Law School
For off-campus catering charged to a FDM worktag were the source of funds are unrestricted or restricted and the total cost of the meal
exceeds $10,000, this form must be attached to a Requisition in Workday. Please refer to the
www.LSU.edu/admininstration/ofa/procurement/index.php for specific rules concerning the University's Procurement requirements.
7 # of Guests Invited – The number of persons invited to the event must be provided.
Type of Meal to be provided – These maximum allowances (per person) according to PM-13 must be adhered to:
1. Meals (sit-down or buffet) - must comply with PM-13 Special Meal criteria
$15 - Breakfast $20 - Lunch $20 - Buffet reception-Dinner $35 – Dinner
Note: 1) A Guest List including name, organization & affiliation with LSU must be provided for Breakfast, Lunch, Dinner and
Buffet Reception - Dinner.
2) Reimbursement for alcohol on University funds is prohibited.
3) The use of the LaCarte card to purchase alcohol is prohibited.
2. Refreshments (limited to beverages and snack per morning & afternoon session)
Self-catered & catered events - $5.50 per person
3. Receptions (beverages & finger foods) - $8 per person
Note: If the meal exceeds the state allowance, the overage must be paid with private or Foundation funds.
10 FDM worktag: Program, Project, Gift, Grant, Spend Category – This form should be used only for events paid from University funds.
If the event is to be paid with Foundation funds this form is not required. Such payment requests should be submitted to the LSU
Foudation on a Foundation check request, Form AS421. Also, special meals paid from registration fees using "Special Meals funded by
participant registration SC0013" Spend category are not subject to the special meal allowances referenced in PM-13, University Travel
11 Event’s Purpose/Benefit to LSU – Event must meet one of the four special meal criteria, referenced in PM-13. If the event is a retreat,
a formal agenda must be attached to the AS499 form as supporting documentation.
When Chartwells is the caterer and the invoice is not submitted for payment by the requesting department within 30 days of the invoice date, University
Auxiliary Services (UAS) has the authority to use this approved form as authorization to submit the delinquent invoice for payment. The department's
FDM Worktag indicated in Box #10 will be charged.
The AS499 form should be approved by either the department head (or his/her designee) or the person with fiscal authority for the event prior to the
event.
