Food

Hosted Meal Rates

A hosted meal implies that the employee is serving as the host for the meal by coordinating and rendering payment on behalf of the entire group.

Claims for meals shall represent actual, reasonable, and necessary expenses. Maximum amounts permitted, including tax and tip, are as follows:

Refreshment break expenses must be limited to one break each morning and afternoon. The break may consist of nonalcoholic beverages such as coffee, tea, or soft drinks and could include a small food item. Events that include a continental breakfast must not include additional food items at the morning break.

A Food Expense Approval Form must be completed and submitted with the required supporting documentation to Business Services at least seven (7) days prior to the event. Forms should be submitted through DocuSign which can be accessed here.

SUFAC - Segregated University Fee Allocation Committee

Refreshments may be funded for receptions open to the entire student body.

1. (If self-catering a meal for on-campus) Complete a Request for Approval to Self-Cater Form (located on University Reservations webpage) and submit to University Reservations and Event Services. Maintain a copy of the approved form to submit to Business Services.
2. Complete a Food Expense Approval Form.
   1. Submit the completed form, required supporting documentation, and approved self-cater form to Business Services at least seven (7) days prior to the event.
      1. The form(s) can be submitted via Docusign. Do not email .pdf copies or send paper forms unless the DocuSign form isn’t available.
3. Food Expense Approval Forms will be sent back to the individual submitting the form within two (2) business days.
   1. If there are any questions or missing documentation related to the food approval form or associated documentation, the turnaround process for the returned form could be delayed.
   2. DocuSign will send an email receipt to the individual submitting the form. This email contains a link that should be kept and used to track the signature process.
   3. If using Chartwells, a Cater Trax report should also be attached to the food form, if available.
      1. Chartwells requires a five (5) day cancellation notice for events including over fifty (50) people three (3) business days for events with less than fifty (50) people.
      2. Chartwells orders can be placed without receiving an approved food form, however, reimbursement using University funds is not guaranteed until you have an approved food form. Orders placed that do not receive an approved food form will need to be paid with personal funds or Foundation funds (if available).
4. Once the event has taken place,
   1. (If a PO has been set up for this event) submit the invoice, the approved food form, and any additional supporting documentation to accountspayable@uwlax.edu along with the PO number.
   2. (If no PO has been set up for this event) submit a ‘Create Supplier Invoice’ task in Workday. Make sure to attach a copy of the invoice, the approved food form, and any other required supporting documentation.
   3. (If the bill was paid for using a P-card or personal funds) Create an expense report in Workday and attach the invoice, the approved food form, and any required supporting documentation.

• Food Approval Form
• Request to Self-Cater Form (Form located on University Reservations webpage)