DHHS POLICIES AND PROCEDURES
Budget and Finance
Canteen or Vending Income
Current Effective Date:
May 31, 2005
Original Effective Date:
The purpose of this policy is to set specific guidelines for the Department of Health and Human Services (DHHS) division/facility/school generating canteen or vending income.
- Canteen or vending income may be used for the benefit of individuals served by the program (residents or students) and for certain employee activities under the following conditions:
- At least 50% of canteen or vending income generated each year must be used for the benefit of residents or students.
- Division/facility/school must utilize competitive vending contracts in order to maximize funds available for use.
- Division/facility/school directors must establish the percentage of canteen or vending income that will be available for use by non-residents or students (employees) employees. If no percentage is established by a division/facility/school director, then 100% of canteen or vending income must be used for the benefit of residents or students. The percentage is established, as needed, prior to the beginning of the fiscal year.
- Employee activities must meet approved guidelines and be available equally to all employees.
- A standing committee of at least five (5) members must be established for vending receipts. The members of the committee are to be appointed by the division/facility/school director and shall consist of the following:
- The division/facility/school director or the school superintendent (who will chair the committee).
- One (1) budget or fiscal officer.
- A representative from each section of the organizational structure.
- Others as deemed appropriate by the division/facility/school director.
At the division/facility/school director’s option, two (2) committees may be formed – resident/student fund and employee activity fund. The employee activity fund committee must be composed as described in a-b above. The resident/student vending receipts committee shall be composed of the division/facility/school director or school superintendent (who will serve as chair), a budget or fiscal officer, one or more representatives from direct care sections, and others as deemed appropriate by the director or superintendent.
- Any exception to establishing a vending receipts committee must be granted by the DHHS Division of Budget and Analysis. The exception must be approved prior to the budgeting and expenditure of any vending receipts.
- Allowable Activities and Expenditures for the Resident/Student Fund:
- Transportation for indigent residents.
- Personal care items for indigent residents.
- Attendant services for residents.
- Spending allowance for indigent residents or students.
- Critical equipment needs related to residents’ care (not to replace nor supplant other funding sources).
- Resident and student outings including admission, tickets, refreshments (trips to parks, circus, movies, on-campus special events, etc.)
- Purchase of games, videos, audiocassettes, CDs, and (if resident/student has no available funds) repair service for TV, VCR/DVD, CD Player, etc.
- Allowable Activities and Expenditures for the Employee Activities Fund:
- Holiday socials and dinners.
- Service awards banquets.
- Plaques, food, supplies, and decorations associated with awards banquet/employee appreciation event.
- Employee and staff family picnics.
- Employee and staff sport events.
- Retirement parties (provided that all employees are treated equally).
- Hospital/facility/school equipment.
- Health/wellness activities.
- The employees’ activity fund may not be used for monetary awards and/or personal gift items to employees for outstanding service, longevity, random prizes, or raffles; however, it may be used for small monetary gift items such as gift certificates and Christmas awards, as long as every staff member uniformly receives the same gift at the same value.
- Division/facility/school directors must appoint a committee or committees.
- Duties of the Vending Receipts Committee(s):
- Develop policies/guidelines relative to the resident/student fund and the employee activity fund.
- Develop a budget to utilize projected or available revenues.
- Solicit employee input into activities to be funded.
- Publicize on campus the activities that are to be funded so that all employees and staff are aware of activities and expenditures that have been approved.
- Ensure that any activities or expenditures funded are available to all employees and staff.
- Approve disbursements.
- Any proposed expenditure must be budgeted via a BD-606 and approved by the Division of Budget and Analysis and the Office of State Budget and Management.
- Resident/student vending receipt funds and employee vending receipt funds must be accounted for in separate funds.