Details
Catering with Food Service
When a restaurant delivers food and stays to cook and/or serve the food, it is considered catering. This is a service that we must pay for from an invoice provided by the caterer.
Make sure the restaurant/food vendor you plan to work with is on the Approved Food Providers list. Come see us well in advance if the restaurant you want to work with is not on the list.
If we receive a catering invoice two weeks in advance, we can arrange a pickup check, so you can pay the caterer on the day of the event. If there is no time to get a pickup check by the day of the event, a check will be mailed to the caterer as soon as possible after the event. Use the Check To Vendor Request form. Include an itemized/detailed invoice from the caterer.
Hanover Inn, Collis Cafe and 53 Commons Catering
There is only one option, which is direct billing to your organization's account. Provide your organization's GL chart string when placing the order and your group's account will be charged directly.
NOTE: Collis Cafe and 53 Commons provide catering during terms and within their specific building only. They do not cater off-site.
Takeout or Delivery under $2,499
This would include take-out food or delivery of pizza for a meeting; snacks and cooking ingredients from the grocery store; napkins, cups, plates, utensils.
Make sure the restaurant/food vendor you plan to work with is on the Approved Food Providers list. Come see us well in advance if the restaurant you want to work with is not on the list.
Option 1: Use a purchase card. Request using the Purchase Card Request form—deadline, 1:00 pm, one business day in advance.
Option 2: Pay out of pocket and get reimbursed using the Business Expense Reimbursement Request form.
Please verify that you have funding in your account before you spend out-of-pocket funds for reimbursement.
Takeout or Delivery Over $2,499
The purchase card cannot be used for this. Payment must be by invoice from the food vendor.
Make sure the restaurant/food vendor you plan to work with is on the Approved Food Provider list. Come see us well in advance if the restaurant you want to work with is NOT on the list.
If we receive an invoice two weeks in advance, we can arrange a pickup check so you can provide payment on the day of the event. If there is no time to get a pickup check by the day of the event, a check will be mailed to as soon as possible after the event. Use the Check To Vendor Request form, and include an itemized/detailed invoice.
Eating a Meal in a Restaurant
The purchase credit card cannot be used for this.
Option 1: Pay out of pocket, credit card or cash, and get reimbursed using the Business Expense Reimbursement Request form. You will need the itemized/detailed receipt showing payment was made in full, and the list of names of the participants (if this was a pre-determined group).
Please verify that you have funding in your account before you spend out-of-pocket funds for reimbursement.
Option 2: If you do not have the ability to pay out of pocket you should request a payables advance ahead of time, using the Payables Advance Request form. If there is a specific "pre-determined" group who will be eating the meal in the restaurant, names of all participants will be required along with the itemized/detailed receipt showing payment was made in full to reconcile the advance.