By The Unfiltered Lens Editorial Board
Recently, in a meeting with CCRI's Associate Vice President for Student Services, Dr. Ronald Schertz, The Unfiltered Lens was informed that anyone who receives food paid for with agency funds will be receiving a W2 for the amount of the monetary value. We were told that the college wanted itemized lists of all food purchased, as well as all parties present for the meal. He informed us that the college protocols require both of these records, though it is state policy that requires these meals be accounted for with the issuing of a W2.
He informed us that Dave Patten, CCRI's Vice President of Business Affairs, described these policies to him. We contacted Mr. Patten to inquire as to which state policies require the issuing of a W2 in which meals constitute paid income. He responded with a list of state and IRS policies that detail the circumstances during which food can be purchased and the specifics of when the meals must be included in an individual's tax return as wages earned.
After reviewing the state policies from the Office of Accounts and Control, policy number A-36, The Lens was unable to find a single mention of W2s. These policies merely outline the circumstances in which food may be purchased. None of which stated that we here at The Unfiltered Lens had purchased food out of turn.
The IRS policies dictating "de minimis" purchases have a specific listing of when meals must be included in wages. However, these policies seem to support the right of the paper to purchase food for our employees during meetings without forcing staff to submit the value of the food as income.
De minimis, is a Latin term that denotes an object as too trivial or minor to merit consideration. Under the IRS definitions for de minimis purchases are listed specific guidelines for the purchase of food and when it is considered unnecessary to count such as employee income.
The first bullet point outlining reasonable purchases refer to "coffee, doughnuts, or soft drinks". While The Unfiltered Lens staff prefers sandwiches and bottled water, this still falls under such purview, as we understand it.
The policy goes on to denote a myriad of other circumstances in which the IRS allows for the obtaining of food for employees under the de minimis guidelines. These procedures allow for a variety of circumstances, including but not limited to; Meals required to enable an employee to work overtime, occasional parties or picnics, meals eaten on business premises and meals furnished to promote good will, boost morale, or attract prospective employees.
Having read these standards, we are unable to fathom why the college seems intent on making the simple purchase of food for our staff meetings so untenable. We understand, though do not completely agree, with their need for a list of attendees. However, it seems that such a list is easily obtained by simply reading the staff roster on our website. The itemized list of acquisitions also seems reasonable, as they wish to ensure that no alcohol was procured.
It is nonetheless outlandish in our estimation, to expect our staff to claim the value of food they have eaten as earned wages. Especially when the money used to pay for said nourishment was generated through the sale of ad-space. This money is earned by the students and is separate from the currency given to us by the college for the purpose of maintaining the physical workings of the paper.
The college's own policies denote that any purchases for food exceeding the limits of the college's approval must be made using, "documented fundraised money", which is exactly what the college considers our ad revenue to be. All payments for ads are deposited into our CCRI account as fundraising revenue.
For this reason it is even more impertinent of the college to quibble over food expenses. Our staff has for seven years had no difficulty with obtaining fare for our meetings. It is only now that this debacle has even begun.
The position of The Unfiltered Lens is one of consternation at these new policies. We believe that is ludicrous to expect students who work hard to maintain and improve our publication to consider a pizza as part of their compensation for their efforts.
He informed us that Dave Patten, CCRI's Vice President of Business Affairs, described these policies to him. We contacted Mr. Patten to inquire as to which state policies require the issuing of a W2 in which meals constitute paid income. He responded with a list of state and IRS policies that detail the circumstances during which food can be purchased and the specifics of when the meals must be included in an individual's tax return as wages earned.
After reviewing the state policies from the Office of Accounts and Control, policy number A-36, The Lens was unable to find a single mention of W2s. These policies merely outline the circumstances in which food may be purchased. None of which stated that we here at The Unfiltered Lens had purchased food out of turn.
The IRS policies dictating "de minimis" purchases have a specific listing of when meals must be included in wages. However, these policies seem to support the right of the paper to purchase food for our employees during meetings without forcing staff to submit the value of the food as income.
De minimis, is a Latin term that denotes an object as too trivial or minor to merit consideration. Under the IRS definitions for de minimis purchases are listed specific guidelines for the purchase of food and when it is considered unnecessary to count such as employee income.
The first bullet point outlining reasonable purchases refer to "coffee, doughnuts, or soft drinks". While The Unfiltered Lens staff prefers sandwiches and bottled water, this still falls under such purview, as we understand it.
The policy goes on to denote a myriad of other circumstances in which the IRS allows for the obtaining of food for employees under the de minimis guidelines. These procedures allow for a variety of circumstances, including but not limited to; Meals required to enable an employee to work overtime, occasional parties or picnics, meals eaten on business premises and meals furnished to promote good will, boost morale, or attract prospective employees.
Having read these standards, we are unable to fathom why the college seems intent on making the simple purchase of food for our staff meetings so untenable. We understand, though do not completely agree, with their need for a list of attendees. However, it seems that such a list is easily obtained by simply reading the staff roster on our website. The itemized list of acquisitions also seems reasonable, as they wish to ensure that no alcohol was procured.
It is nonetheless outlandish in our estimation, to expect our staff to claim the value of food they have eaten as earned wages. Especially when the money used to pay for said nourishment was generated through the sale of ad-space. This money is earned by the students and is separate from the currency given to us by the college for the purpose of maintaining the physical workings of the paper.
The college's own policies denote that any purchases for food exceeding the limits of the college's approval must be made using, "documented fundraised money", which is exactly what the college considers our ad revenue to be. All payments for ads are deposited into our CCRI account as fundraising revenue.
For this reason it is even more impertinent of the college to quibble over food expenses. Our staff has for seven years had no difficulty with obtaining fare for our meetings. It is only now that this debacle has even begun.
The position of The Unfiltered Lens is one of consternation at these new policies. We believe that is ludicrous to expect students who work hard to maintain and improve our publication to consider a pizza as part of their compensation for their efforts.