University of Connecticut |
Payment for MealsBusiness MealsExpenses of luncheon or dinner meetings held in connection with University business or with the entertaining of guests visiting the University on official business are allowable. Expenditures should be limited to the cost of food only. The University does not pay for alcoholic beverages. Luncheon expenses of staff members are usually a personal responsibility; however, reimbursement of noonday meals for employees may be allowed when:
• The charge is a part of a conference or workshop expense; • It is necessary to hold a luncheon meeting to carry out the business of an official University committee; • A member of a search committee hosts a candidate for a position; • A departmental employee hosts a visiting lecturer, potential donor or other official guest to the University; • A meal is provided coincident with the discussion of University business, and the Director, Department Head, Dean or Executive Administrator responsible for the employees approves the expenditure.
Employees may request reimbursement by submitting an Invoice Form (CO-17) with the receipt attached to the Accounts Payable Office for payment. The description section of the CO-17 should contain: a) The purpose of the meeting b) The date of the service c) Names of persons who attended and their relationship to the University
Contracting and Paying for Catering Services
Events costing less Than $2,000University departments are authorized to contract for catering services without first obtaining a purchase order number, provided the total expenditure is less than $2,000. Departments making catering arrangements under this authority are encouraged to obtain a written and signed quotation from the selected vendor. If there is any question about whether the catering services might exceed $2,000, the department should obtain a purchase order number before the services are provided. There are two alternatives for payments for the catering service: 1. The vendor will bill the University for the service. When the bill is received by the department, an Invoice Form (CO-17) should be prepared made payable to the vendor. The description section of the CO-17 must contain:
Attach the bill from the vendor and forward it to the Accounts Payable Office for payment. 2. The host will pay the bill and obtain a receipt. An Invoice Form (CO-17) made payable to the host should be prepared and forwarded to the Accounts Payable Office for payment with the receipt attached. The description section of the CO-17 must contain:
For events costing at least $2,000 but under $10,000Catering services that cost at least $2,000 but fall below the bid threshold of $10,000 must be submitted to the Purchasing Department on a purchase requisition, accompanied by a signed quotation from the vendor, in advance of the required services. A purchase order will be issued prior to the event. The vendor will bill the University for the service. When the bill is received by the department, it should be approved using the purchase order approval stamp, and a receiving report should be entered in FRS. The bill should then be forwarded to the Accounts Payable Office for payment.
For events costing $10,000 or moreState procurement statutes require the University to competitively bid catering services when the cost is $10,000 or more. The Purchasing Department provides competitive bidding for catering as a service to those departments who wish to use it. To take advantage of this service, submit a purchase requisition along with your specifications and recommended vendors. Allow twenty-one (21) calendar days for the bid process. The bids will be reviewed with the department prior to the award. A purchase order will be issued to the successful bidder. If the department elects to obtain bids, three (3) important points must be followed:
Selecting the option most appropriate to accomplishing your objective will expedite the ordering process and reduce the amount of time spent filling out and filing forms.
Note: Competitive bidding for catering services and conferences that exceed a cumulative annual cost of $50,000 must be handled in their entirety by the Purchasing Department in concert with the Connecticut Department of Labor. Contracts for these services are subject to the State requirement of public advertisement for bid solicitations of $50,000 and over, and the Standard Wage Statute. The vendor will bill the University for the service. When the bill is received by the department, it should be approved using the purchase order approval stamp, and a receiving report should be entered in FRS. The bill should then be forwarded to the Acounts Payable Office for payment. Catering Service by University CateringDepartments may make arrangements for catered events through University Catering, a unit of the UConn Dining Services Department. The rules that permit the payment of business meals to outside caterers also apply to University Catering. Payments can be made using cash, check, or department transfer. If payment is by department transfer the University Catering office will send an invoice after the event. If the department has questions regarding the invoice University Catering must be contacted within seven days. After the seven day grace period the invoice will be charged to the department's FRS account number by electronic transfer. Departments can also entertain at any of the campus dining facilities operated by Dining Services. Payments can be made using group tickets issued by University Catering or the host may pay for the event and request reimbursement. The employee reimbursement procedure is the same used for reimbursements for payments made to outside vendors. Insurance Requirements for Catering Contracts
All caterers serving at official University events are required to present evidence that they have both liability insurance and workers' compensation insurance. A Certificate of Insurance, naming the University of Connecticut as an "additional insured", must be submitted to the Purchasing Department prior to the catered event. Minimum acceptable coverage will include the following:
Since the Purchasing Department does not write purchase orders for catering services valued at less than $2,000, it will be the ordering department's responsibility to ensure that the necessary documents are submitted and meet the above criteria. Any questions regarding insurance requirements for catering services should be directed to the Purchasing Department at extension 4992. Some small specialty caterers may be unable to meet the one million dollar requirement. In such cases a waiver may be granted on a case-by-case basis provided the total contract cost is less than $2,000. In such instances, the department wishing to utilize the catering services should submit to the Purchasing Department, a letter explaining the unique capabilities of the selected firm and a copy of the insurance certificate describing the amount of coverage available. Requests to hire uninsured caterers will not be approved. Any actions of uninsured caterers, which result in personal injury and/or property damage, i.e., food poisoning, scalding, spillage, or vehicular mishaps could potentially create a liability for the University. It is the intent of this insurance requirement to mitigate the University's liability exposure.
Exemption of Connecticut Sales Tax
Departments may be asked by the vendor to provide a Cert 112 or Cert 123 prior to the event in order to provide an exempt status for Connecticut Sales Tax. A Cert 112 provides exemption for a single event whereas a Cert 123 provides a blanket exemption for a year. If this is not filed prior to the event, the department is obligated to pay the Connecticut sales tax. Contact Purchasing to inquire about particular vendors. |