Meals and Refreshments Under a Contract SOP

Purpose

To obtain approval in advance for the use of appropriated funds for light refreshments, meals, or both under a contract.

Procedure

NIH intends to maximize the use of resources for research. Therefore, expenditure of funds for entertainment will be limited to those activities clearly in support of the goals and objectives of NIH and as authorized by NIH Manual Chapter 1160-1, Entertainment. Documentation of the correct use of funds for entertainment is necessary. Entertainment activities must comply with all legal and policy requirements, and be designed to encourage each employee of NIH to observe high standards of ethical conduct.

Entertainment expenditures must be authorized in advance using NIH Form 2408-1, Request for Use of Appropriated Funds or Gift Funds for Light Refreshments or Meals and Other Entertainment Expenses, as provided in paragraph G of the NIH Manual Chapter 1160-1.

All solicitation and contract documents must include the appropriate language in Article B.3., Provisions Applicable to Direct Costs.

Contractors

• At least six weeks prior to a planned event, send a request to the project officer, with a copy to the contracting officer. Include the following information:
• Name, date, and location of the event at which the light refreshments or meals will be provided.
• Brief description of the purpose of the event.
• Cost breakdown of the estimated light refreshment or meal costs.
• Number of nonfederal and federal attendees receiving light refreshments or meals.
• If the event will be held somewhere other than a government facility, provide an explanation.

Project Officers

• After receiving the contractor's request, the project officer completes and signs the following two forms:
  • Project Officer Checklist for the Use of Appropriated Funds for Light Meals and Refreshments Under a Contract.
    • Complete the section of the checklist relating to the type of activity on the NIH 2408-1.
    • Sign and date the form.
  • NIH Form 2408-1, Request for Use of Appropriated Funds or Gift Funds for Light Refreshments or Meals and Other Entertainment Expenses.
    • NIH prefers that events be held either on campus, at another local NIH facility, or at a local government facility. If the event is planned somewhere other than these locations, a justification must be included explaining why the event is not being held at a government facility.
    • Attach a cost breakdown of the estimated light refreshment and meal costs.
• Forward the two forms to the contract specialist.

Contract Specialists

• When the project officer forwards you the checklist and Form 2408-1, review the forms and check that:
  • The request is within the scope of the contract.
  • The section of the checklist correlating with the activity type marked on the 2408-1 has been completed.
  • The use of appropriated funds for light refreshments, meals, or both is fully supported and meets minimum requirements.
  • The two forms are complete and have been signed by the PO.
  • The cost breakdown is accurate and complete.
• To request approval for the NIH 2408-1, attach the NIAID, NIH Review and Approval Routeslip for NIH Form 2408-1 and forward through the branch chief to the OA director.
• The OA director signs as the IC reviewing official, and either approves or disapproves the request.
• If approved, the OA director routes the form through the DEA director.
• If approved, the DEA director sends it to the NIAID Budget and Financial Management Branch chief for review.
• If approved, the form is then routed to the NIAID, Associate Director for Management and Operations (ADMO).
• The NIAID ADMO signs as the IC authorizing official, and either approves or disapproves the request.
• The ADMO returns the signed NIH 2408-1 to the contract specialist.
• The CS notifies the PO once the signed 2408-1 has been returned by ADMO.
• The CS sends a copy of the signed NIH 2408-1 to the Head of the NIAID Ethics Office (Arthur Bennett) and files the original, signed PO Checklist and the 2408-1 form along with the cost breakdown in the official contract file.
• The CS monitors all invoices to ensure that the refreshment or meal expenses are invoiced according to the approved request. In addition, if the contract is paying the travel costs for any of the federal or non-federal people, the CS ensures that all meal per diem have been properly invoiced.

Contacts

See the OA staff listing for the appropriate contract specialist.

If you have knowledge to share or want more information on this topic, email deaweb@niaid.nih.gov with this link and your message. Thanks for helping us clarify and expand our knowledge base.

Links

NIH Policy Manual Chapter 1160-1, Entertainment

NIH Policy Manual Chapter 1500, Travel Policies and Procedures

NIH Form 2408-1, Request for Use of Appropriated Funds or Gift Funds for Light Refreshments or Meals and Other Entertainment Expenses

NIAID, NIH Review and Approval Routeslip for NIH Form 2408-1

RFP and contract language to be included under Article B.3., Provisions Applicable to Direct Costs

Project Officer Checklist for the Use of Appropriated Funds for Light Refreshments and Meals Under a Contract