Guidelines for Business Related Meals & Celebrations

Purpose: To provide clear guidelines for meal spending during employee lunches and celebrations, promoting team building, addressing business topics, and ensuring consistency and cost management.

Eligibility: All employees are eligible, using the following guidelines.

Business Related Lunches Internal:

When conducting business on-site during the lunch hour, brown bag lunches are encouraged.  However, it is acceptable to have lunches brought in when there are four or more team members in attendance.  HIC has limited the number of approved vendors to provide lunch and the meeting organizer may designate from the following approved list. 

Business Related Lunches External:

The following spending limit guidelines will also be applicable for external business lunches.

Anniversary Celebrations:

An anniversary celebration recognizes an employee’s tenure and achievements with the company, starting with the 5-year anniversary, and every 5 years after.  It includes a card signed by team members, a gift card ($10/yr of service) and a cake.

Birthdays, Baby Showers, Wedding Showers, Other Life Events:

Birthdays may be celebrated following the spending limits outlined in these guidelines.

Spending Limits:

• Lunch: Should not exceed $15 per person
• Anniversary Celebrations: \$60 per event
• Birthdays, Baby Showers, Wedding, Other Significant Life Events: \$50 per event
• Townhall: \ $500 ($250 ea. meeting)

Food Ordering Process*:

• All meal deliveries will be ordered through Alyssa Sale, via email template or typeform
  •  Pre-approval required if not ordered by a manager or supervisor
  • Expense account to charge, and reason for requested lunch, required at time of order
  • Date and time food is needed
• Meal deliveries will only be allowed for business meetings with four, or more, team members attending
• Unless there are dietary restrictions, custom orders are discouraged
• When possible, brown-bag lunch meetings are encouraged and preferred
• Please submit the request for meals at least 72 hours in advance
• Meals will be ordered from one of the following vendors:
  • Holy Smokers (BBQ)
  • Panera Bread
  • Crust 54
  • Jimmy Johns

Approved Expenses:

• Meals
• Gratuities up to 15%
• Delivery fees- limited to $10 per delivery

Non-Approved Expenses:

• Alcoholic beverages
• Personal expenses
• Entertainment costs

Review and Compliance: These guidelines will be reviewed annually. Non-compliance may result in disciplinary action.

*Exceptions: Any exceptions to these guidelines must be requested and approved by SLT*