Procedure #: UWEC 310.A
Intent
This procedure includes steps for ordering food both on- and off-campus, including with meal vouchers. This procedure supports practice directive UWEC 310, Food Purchases.
Scope
This procedure applies to University of Wisconsin – Eau Claire departments who wish to include food, beverage, snacks, and refreshments at their event or meeting.
Definitions
Meal voucher: a coupon like item that allows a student and their guest(s) to get food from campus when a prearranged meal was not provided; only allowed in certain instances at approved Sodexo locations
Procedures
- Ordering from Sodexo
- Ordering from an off-campus vendor
- Meal Voucher for on-campus recruitment/orientation
Ordering from Sodexo
| Step | Action |
|---|---|
| 1. | Contact Sodexo to order food items required for the event |
| 2. | 48 hours prior to the event, contact Sodexo again for count variations |
| 3. | Once the event is completed, you will receive an email with the subject line "Food Service Requisition", along with a link to the e-form. Note: Sodexo's invoice and their supporting documentation will be attached.) |
| 4. | Review the invoice for accuracy. If there is a concern with the invoice, note the concern in the comment box and click on the "return to Sodexo" button. |
| 5. | Complete the Food Service Requisition eform when the corrected invoice is received. This is a required form. The Invoice will not be processed until the appropriate questions on the form have been answered. |
| 6. | Based on the type of event, include the necessary information on the Food Service Requisition as back-up documentation when returning/submitting the form to Accounts Payable for payment. |
| 7. | Accounts Payable will review the eform and may request additional information |
| 8. | Accounts Payable will approve the eform and submit payment through ShopUW+ |
9. | Payment will be sent to the supplier (Sodexo) |
Ordering from an off-campus vendor
| Step | Action |
|---|---|
| 1. | If the total is more than $250.00 and you are consuming the food on campus, you must apply for a food waiver from Sodexo. The waiver is available here. |
| 2. | Meal maximums apply and the maximum includes tip. Example: $18.00 for lunch means $15 per person if you are tipping 20%. ($15 X 20% = $18). Tipping is limited to 20%. |
| 3. | Make sure to use the tax-exempt number as we are tax-exempt. |
| 4. | Payment options for this method
|
Meal voucher for on-campus recruitment/orientation
Meal vouchers may be utilized in the on-campus recruitment activities for Athletics and on campus recruitment/orientation activities for Enrollment Management. These vouchers must remain within the allowable meal amounts.
| Step | Action |
|---|---|
| 1. | Contact Blugold Dining for vouchers |
| 2. | Hand meal vouchers out to participants |
| 3. | Participants are to include their name(s) on the voucher before they use them |
| 4. | Participants, if they have guests, should include the guest name or “plus x guest(s)” |
| 5. | Participants turn in meal voucher when they get their food |
| 6. | Sodexo collects vouchers and fills out a Food Service Requisition eform |
| 7. | The Food Service Requisition eform will route to department |
| 8. | Department is to add any additional information including list of participants |
9. | Department approves and forwards to Accounts Payable |
10. | Accounts Payable audits/reviews the eform and sends payment to Sodexo |
Resources
Practice Directive UWEC 310, Food Purchases
Blugold Dining Food Waiver Request Application
Procedure Administration
| Version Number | V1.0 |
| Approval Authority | Vice Chancellor for Finance & Administration |
| Approval Date | 07/15/2022 |
| Next Review Date | 07/15/2023 |
| Division | Finance & Administration |
| Department | University Accounting |
| Contact | Controller & Director of University Accounting | acctpay50@uwec.edu |
Revision History
| Version | Revision Date | Description of Change | Author(s) |
| 1.0 | n/a | Original issuance | Jackie Kriesel, Amanda Brummond |