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CATERING, RESTAURANT MEALS, AND FOOD SUPPLIES
When seeking payment for any catering, restaurant meals, or food supplies (whether reimbursement or direct payment to a vendor), the award recipient must provide to VPSA the following information:

• Date and time of event
• Specify breakfast, lunch, dinner, reception, etc.
• Location of event
• Number of attendees/number of people served
  • If 10 or fewer, provide names and titles for all
  • If more than 10, summarize by group (e.g., 25 students, 5 faculty, 5 guests, etc.)
• Total cost including tax and tip, if applicable

STATE SPENDING LIMITS The State of Virginia establishes per-person spending limits for meals, based on geographic area. Meal limits are inclusive, meaning the total includes tax and tip. If your event costs exceed the per-person limit, your organization will have to find alternative funding for the overages. Meal limits in Charlottesville and Albemarle County are: Breakfast - $9.00; Lunch - $11.00; and Dinner - $24.00. These limits apply equally to catering, restaurant meals, and food supplies.

If your event or program includes travel outside the Charlottesville area, you will need to know the limits for your destination.

CATERING
While we highly recommend UVA Dining Services, we do not require award recipients to use any specific vendors.

If not using UVA Dining Services, we recommend the University’s Contract Caterers. They are accustomed to working with student groups and are familiar with the University's business practices. If not using a contract vendor, we recommend that you seek at least two quotes to be certain you receive the best price and best product.

VPSA can pay directly to the caterer if the award recipient can arrange for the caterer to direct bill our office. If the vendor is direct-billing AND has never previously done business with the University, then the vendor must complete a Vendor Registration form in order to be paid. Otherwise, the award recipient must foot the bill and request reimbursement.