Versions Compared

Version Old Version 25 New Version Current
Changes made by

Rebecca Rodriguez

Nguyen, Tiffani

Saved on

Key

  • This line was added.
  • This line was removed.
  • Formatting was changed.

Page Menu

Page Tree
rootCatering Services
searchBoxtrue

Paying for Catering Services

Catering Services

  1. Catering vendor submits required information (current insurance documentation, health inspection report, certification of criminal background checks, and/or TABC license) along with completed application for on-campus catering. Then if approved, the vendor signs catering agreement, which will reside in TCMS, then will be added to list of caterers posted on Purchasing’s website.
    1. If vendor is not already on file and is not in our vendor system, then catering vendor completes PIF and/or EFT form. 
  2. Department selects from the list a catering vendor to process a PBO for an approved purchase order
    1. For catering, use commodity code 961-15  per Purchase Order VS contract Matrix: https://utexas.app.box.com/v/purchase-order-vs-contract**NEEDS TO BE UPDATED
  3. After services have rendered on catering services,
    1. If department pays vendor via check/direct deposit, then process VP1 payment document using the PO# with vendor’s itemized invoice and completed and approved OOEF as supporting documentation. 
      1. If department needs to code transaction as 1309 for student entertainment then bypass section 2 of VP1 and go straight to section 3 and manually add transaction coded as 1309, the disencumbrance line will still auto-generate.
    2. If departments pays vendor with a Citibank Travel Events Card or Student Group card obtained from Travel Management Services, still process PBO/Purchase order and reference the PO# in the PO# field of VP2 to pay Citibank with vendor’s itemized invoice, paid receipt, and completed/approved OOEF as supporting documentation along with the Citibank statement.
      1. Department will need to send request to AP to disencumber funds once payment is made, which is similar to wire payments on purchase orders. Do Not cancel the PO.

Non-Catering Services

  • If department pays vendor via check/direct deposit, then process a VPE or VP2 payment document using itemized invoice along with completed and signed OOEF as supporting documentation.
    • If departments pays vendor with a Citibank Travel Events Card or Student Group card obtained from Travel Management Services, then process a VPE or VP2 payment document using itemized invoice along with completed and signed OOEF and a copy of the Citibank monthly statement as supporting documentation.The Citbank (Travel/Events card) may be used for non-catered events when the vendor does not require a contract and the cost of the vent is within the Citbank (Travel/Events card) single transaction limit.  To provide food/beverage drop-off for non-catered events a master contract neither with the University or inclusion on the Approved Caterer’s List are required

    Welcome to the On-Campus Catering Services Wiki Page

    !

    Introduction

    Below you will find basic information regarding Catering Services at UT Austin including general information, application materials, and payment information. The purpose of this page is to assist you with completing a catering services request.

    How to Use This Page

    Scroll below this section to access Catering Services information. If you need something specific, you may also continue to navigate the wiki by choosing one from the Page Menu. Use the search bar above of the Page Menu to quickly find pages.

    Questions? Contact us.

    Purchasing Office - 512-471-4266 - purchasing@austin.utexas.edu


    Our site is divided into two sections, one for vendors and one for UT Employees.
    If you are looking to do business with the University, please use the Vendors (Non-UT Employees) section. Please use the CSUs (UT Employees) section if you are employed with the University.


    Vendors (Non-UT Employees):

    Please use the links to the left, under "Vendors (Non-UT Employees)", to access more information. All pages are nestled under the Introduction for Vendors (Non-UT Austin Affiliated) page.

    • Vendor Introduction (Non-UT Employees): Welcome page with information regarding the new process.
      • Application Process: Detailed steps and visual guide on how to apply for the Approved Caterer's List.
      • The Vendor Application for Catering Services: Link to the application online. 
      • Catering Services FAQs: Frequently Asked Questions. 

    CSUs (UT Employees):

    Please use the links to the left, "For CSUs (UT Employees)",  to access more information. You must log in to have access to sites that are designated with an asterisk. All pages are nestled under the Introduction for CSUs (UT Employees) page.

    • CSU Introduction (UT Employees): Welcome page with information regarding the new process.
      • Catering Procure-to-Pay Guide: Detailed steps and visual guide on how to procure and pay for catering services.
      • Approved Caterers List: List of approved caterers.
      • Catering Services Blank Agreement: A blank contract for you to review. 
      • Catering Services Guidelines: What is catering services? What is not considered catering services?
      • Vendor Performance Feedback: A space for you to provide feedback on the vendor's performance.