To clarify USM and state food service policies, TU defines allowable costs, approval procedures and forms required to charge catering and food costs to university accounts.
University funds may be used to purchase food services, where necessary and reasonable, for university-hosted meetings, receptions and conferences, as well as meetings of campus-sanctioned committees. The President's Office provides a list of campus-sanctioned committees to both Financial Services and Dining Services.
Food catering costs will not be paid or reimbursed for departmental meetings or social gatherings. However, a non-sanctioned event may be covered with the pre-approval of the department supervisor and the divisional vice president (or designee). See the Exception Authorization Form (PDF).
Dining Services contract has a "right of first refusal" clause for providing all food catering service on campus. This means all food or catering services costing more than $100.00 must be provided by Dining Services. However, Dining Services will issue a written waiver if they are unable to provide the requested service.
Cost of food service provided for conferences, receptions, or meetings must comply with the following guidelines:
Note: conferences booked at the Marriott as "packages" are exempt from numbers one, two, and four since meals, breaks and meeting rooms are included in the price per person. Food from outside sources may not be brought into the Marriott.
Business meals (meals that are not a part of a conference, meeting or entertaining of candidates) are allowable only to university administrators who have prior approval by the President's Office. The cost of meals must not exceed the allowances approved under the USM travel policy. Please see the Travel & Meal Expense Reimbursements page for more information.
The state's General Accounting Division requires that all invoices for the purchase of food or catering, including business meals, be supported by a list of individuals served. The list must indicate each individual's affiliation with the university/USM/state (employee, visitor, paying guest, prospective student, etc.).
The university Visa procurement card can be used to pay for catering services ordered through Chartwells. All purchases must meet university catering policy requirements. Present your Visa card number and expiration date to Chartwells when placing an order (for $5,000 or less).
Chartwells will process payment against your card after the event occurs and will mail you a copy of the special function order form and a Visa receipt.
As supporting documentation for the purchase - enter the expense on your Visa procurement card purchase log, retain a copy of the special function order form and the Visa receipt, and retain a list of attendees.
If you need assistance, contact the Financial Services help line at 410-704-5599, option 1.