Reception & Entertainment

Overview shot of plates of food on a dining table and people eating.

PROCEDURE

The Reception & Entertainment Procedure outlines allowable and prohibited expenditures for University-funded food and beverage expenses related to receptions, meetings, and entertainment activities.

Reception & Entertainment Procedure

 

IMPORTANT REMINDERS

Chartwells is our contracted food service provider and holds the first right of refusal for all catering requests for events held on the Galloway campus.

To use an external vendor, you must complete the Request for Approval to Use an External Food Service Provider form at least three weeks in advance. Approved requests must be attached to the Emburse (Chrome River) pre-approval.

Pre-packaged items do not require pre-approval or Chartwells' right of refusal if the following conditions are met:

  • Items are shelf-stable and do not require temperature control
  • Items are individually prepackaged: Single-serving units individually wrapped (e.g., single granola bars, candy, single-serve snack packs)
  • Total cost is under $100 per event
    • For multi-day events, the combined total must remain under $100

 

FREQUENTLY ASKED QUESTIONS

Pre-approval is required any time food or beverage expenses are incurred that are not purchased through Chartwells. This includes restaurant meals and pre-packaged food purchases totaling $100 or more per event.

Food and beverage items purchased for educational purposes, activities, or other non-consumption uses do not require pre-approval.

In Emburse (Chrome River), create the report under an “SU Department" profile and select Reception & Entertainment as the report type. Indicate whether the event involves dining at an establishment or ordering food. The group composition must clearly identify all anticipated attendees.

All catering or food ordering requests are routed to the Risk Manager for approval. The specific vendor(s) you intend to use must be listed on the report to ensure they are verified as approved vendors. 

Under the Meals expense category, select the Meals -Other tile to enter your estimated cost. Required backup documentation includes Chartwells' approval for use of an outside vendor (if the event is on the Galloway campus), as well as any relevant event materials such as flyers, invitations, and agendas for meetings or retreats. Step-by-step instructions are available on our Travel webpage under the Chrome River section.

Yes. A blanket pre-approval may be submitted for recurring events that take place over a defined period of time.

Yes. Food and beverage expenses may generally be charged to a P-Card, except in cases where a contract or signed agreement is required for the event. In those instances, a requisition should be submitted to process payment.

University funds may not be used for employee team-building activities that could be considered entertainment expenses. Examples include, but are not limited to, bowling, axe throwing, and miniature golf.

Yes. Because Chartwells may be able to provide certain snack and pre-packaged items, approval is required to use an outside vendor. The approval must be attached to the pre-approval submission.

No. Department-level employee appreciation, morale, or social gatherings are not allowable when there is no documented business purpose, formal agenda, or evidence of programming associated with the event.