Who funds the staff tea and coffee varies widely between schools. This article covers how schools handle it, what the rules allow, and what leaders in our community recommend.

How Schools Handle It

Responses from the school leadership community reveal that staff refreshments are managed in different ways.

1. Schools That Provide Refreshments for Staff

A significant number of schools, particularly academies, provide tea, coffee, and sometimes snacks as part of their staff well-being initiatives. This often includes:

  • Tea, coffee, and milk (including non-dairy options in some schools)
  • Biscuits, chocolates, and occasional treats from leadership
  • Additional perks such as pizza or snacks for late evening meetings

Many school leaders see it as a low-cost way to support morale.

Further Reading on Staff Well-being Initiatives:

2. The ‘Tea Kitty’ System

Many schools still rely on a contribution-based model, where staff pool funds or bring their own supplies. Common arrangements include:

  • Weekly or termly contributions (e.g., £1 a week or £5 per term)
  • A rota system where staff take turns buying tea, coffee, and milk
  • Informal donation systems where staff contribute when they can

While this method can work, challenges arise when contributions become inconsistent. Some staff may opt out, leading to tensions over fairness.

3. Schools That Do Not Provide Refreshments

Schools under local authority (LA) control often have stricter financial guidelines and do not provide tea or coffee for staff. Key reasons include:

  • Local finance rules or advice from the local authority that the school budget should not pay for staff refreshments
  • Auditor scrutiny, particularly in schools facing budget constraints
  • A requirement for staff to bring their own tea and coffee, though some schools still provide milk

In some cases, schools that previously funded refreshments have had to withdraw them due to financial pressures.

Further Reading on Budget Management in Schools:

What Are the Rules?

The key question is whether school funds can be used for staff refreshments. Some auditors and financial officers prohibit it, while others approve it under well-being budgets.

Ways Schools Justify the Expense:

  • Well-being Budgets – Many schools include tea and coffee under staff well-being initiatives.
  • Governor Approval – If in doubt, headteachers can seek approval from the governing body.
  • External Income Streams – Schools that receive funding from student placements or other sources sometimes use this income for staff refreshments.

Guidance on Budget Allocation and Staff Well-being:

Why Does It Matter?

The cost is small, but staff work long hours and notice whether the basics are provided. As one respondent put it:

"Look after the staff, and the staff will look after the children."

What’s the Best Approach?

Based on community feedback: if the budget allows, fund refreshments as a well-being expense, with governor approval if in doubt, or from other income. If a tea kitty is the only option, clear communication and transparency about contributions prevent tension among staff.

For Leadership Insights on Staff Morale and Workplace Culture:

Further Resources on Leadership and Well-being:

Updated 12/03/25