Policy: VII.D.3 x (inactive)
Issued: January 13, 1993
Latest Revision: Currently Under Revision -- contact Procurement Services with questions
INTERNAL CATERING GUIDELINES
The following guidelines are to be used when purchasing food from any of the University's internal catering facilities, including University Dining Services, Hospital Nutrition Services, Sponsors Hall, and the Colonnade Club. These requirements apply to both the preparation of service requests for catering and to Inter- Departmental Transfers prepared to pay the charges directly. Because these charges are subject to public review, the costs incurred should be reasonable and necessary for the conduct of University business and be able to stand up to public scrutiny.
2.0 Policy [Top]
For purposes of these guidelines, "state accounts" refers to accounts in Ledgers 1, 2, 3, and 5 and "local accounts" refers to accounts in Ledgers 4, 6, or 8.
Object code 36840 - Food Service Contractual should be used for all internal catering charges.
The service request should contain the purpose of the function, the date and time. The following PER PERSON limits (excluding setup and delivery charges) apply:
Function Maxiumu Limit for State Funds Breakfast 10.00 Lunch 15.00 Dinner 35.00 Miscellaneous Items (Coffee Breaks, etc.) 5.00
These limits were established with recognition that catered meals have additional costs involved in meeting the specific demands of customers. Please note that amounts in excess of the new state limits can only be charged to LOCAL FUNDS AND MUST HAVE DEAN OR VICE PRESIDENTIAL (VP) APPROVAL.
Guidelines for Specific Situations
Purpose Funds Requirements Meals with prospective job applicants State
State that the purpose was "lunch/dinner with applicant for the position of ." Total number of attendees limited to four on state funds - three UVA employees and the applicant. If the number of attendees exceeds four, the excess can be charged to local funds with Dean/VP approval. Student function State
Must be an approved student function related to their education. It can not be an employee function where students are present. State the purpose of the function. Training State Include the word "training." State the type of training and for whom. Working Breakfast/Lunch/Dinner State
State that it was a working breakfast, lunch, or dinner. Employees must have been required to work during their meal hours. Committee meetings State
Greater than four employees from MORE THAN one department. Include the committee name, the names of the individuals and their departments. Receptions for the public State
State the purpose of the reception and that the public was involved. Guest speakers/Recruiters State State the name of the guest speaker and what group was addressed. Total number of attendees limited to four on state funds - three UVA employees and the speaker/re- cruiter. If the number of attendees exceeds four, the excess can be charged to local funds with Dean/VP approval. 1-9XXXX Accounts State Person authorizing the service request must ensure that the charges are research-related and note this on the request.
NOTE: The following section includes items which can ONLY BE CHARGED TO LOCAL FUNDS AND WOULD REQUIRE DEAN/VP APPROVAL UNDER THE CONDITIONS OUTLINED, EXCEPT AS NOTED.
Purpose Funds Requirements Departmental staff meetings or refreshments for general office use (including Christmas parties). Local Dean/VP approval and must involve four or more employees. Retirement or going-away parties Local State employee's name and years of service. Dean/VP approval required if cost exceeds $100 or employee has been employed at the University less than 5 years. Alcoholic beverages served WITH food Local Any authorized individual designated by the Dean/VP can approve, provided the event has been approved in accordance with the President's procedures governing alcohol (see Policy XI.C.1), AND the per person cost of the event is within the limits outlined previously. Alcoholic beverages served WITHOUT food Local Dean/VP approval. See also Policy XI.C.1 - Approval for Serving Alcohol at University Events.
Deans and Vice Presidents can only grant exceptions to the rules relating to expenditures for specific events. For purposes of this policy, the Dean/Vice President designation INCLUDES persons authorized to approve local fund exceptions to state policies or persons authorized to approve discretionary account expenditures (See also Policy VI.A.12).
The person approving the service request is responsible for ensuring that the purpose, date, time, and attendees are ACCURATELY noted on the form. To ensure prompt processing of your request, it is best to obtain any necessary approvals beforehand.
3.0 Definitions [Top]
4.0 References [Top]
5.0 Approvals and Revisions [Top]