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.