Food

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, which can be found in Procurement Services.

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 detailed invoice from the caterer, which includes details of the catering order.

Hanover Inn Catering 

There is only one option: direct billing to your organization's account. Provide your organization's GL Chart string when placing the order, and Hanover Inn will directly charge your account.

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, which can be found in Procurement Services.

Come see us well in advance if the restaurant you want to work with is not on the list. 

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 Providers" list, which can be found in Procurement Services.

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 form, and include a detailed invoice.

Eating a Meal in a Restaurant 

The purchase card cannot be used for this.

  • Option 1: You should request a cash advance ahead of time, using the cash 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 to reconcile the advance.
  • Option 2: Pay out of pocket, and get reimbursed using the business expense reimbursement request form. You will need the itemized/detailed receipt 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.