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General Information - Catering Services

Catering is food service provided as part of a University-sponsored program by an outside licensed and insured restaurant and/or catering operation.  Food is prepared, transported, set out and/or served by the vendor’s employees. 

Approved caterers have submitted the necessary documents to cater events for the University.  A list of approved caterers can be found at Approved Caterer List.

Full-service caterers have submitted the necessary documents to cater events which can include the purchase and service of alcohol for University events.

Catering does not include the following:

• Meals and other food served in an off campus restaurant and/or catering premise where a University-sponsored program is being held.
• Food purchased and prepared by University staff/Housing and Dining
• Prepared food (pre-packaged box lunches, sandwiches, cheese trays, pizza, and related items) purchased from a licensed restaurant and/or catering operation and served by university staff on property owned, or facilities used by the University.  Prepared food may be delivered by the vendor or picked up at the vendor’s site by university staff.

A non-University entity (outside vendor) that serves food, beverages, and/or liquor at an event  primarily attended by or open to the general public is considered a caterer for University purposes.   Besides providing food, beverages, and/or liquor, the vendor typically provides set-up (including the use of caterer provided equipment), food service, onsite preparation, and clean-up.  Caterers are required to comply with University policy including having proper certifications, licenses, and insurance.  Due to onsite labor, vendor requirements, and contractual agreement, an approved purchase order is required unless the outside vendor has a Master Catering Contract with the University. 

A non-catered event consists of food/beverage delivery or drop off only.  The delivery person does not provide onsite service.  There is no set-up, no serving of food/beverage, and no clean up.  Vendors delivering food items for non-catered events are not required to be on the insured caterer’s list. [Note:  Some facilities have exclusive catering agreements  that do not allow the drop-off of food and beverage items to the facility.  Check with the facility to ensure drop-off food and beverages are allowed.

How a Vendor can become an Approved Caterer

Caterers may apply by submitting the forms to the Purchasing Office by email.

• On-Site Catering & Off-Site Food Services Application (https://utexas.box.com/s/yo10599iiwa6ae8j8hrzj9qoi2sd2iww)
• Catering Agreement (https://utexas.box.com/s/9564irprk4dlvx7maf74x1dt2wowj4x3)
  
  

Applicants should receive confirmation of their request within 2-3 business days.

Caterers must reapply annually.

Approved vendors are not exclusive.

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

1. 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.
2. 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.
   1. 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.