Accounts payable

Business Meal and Food Form Guidance

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Business Meal and Food Form Guidance

Open one of the FOUR tabs below that best describes your food purchase venue to assist with proper purchase documentation and Card use. In addition to the information below, read ALL Business Meal and Food Regulations.

  1. On Campus Food Providers (tab is already open)
  2. Off Campus Grocery Store
  3. Off Campus Restaurant
  4. Off Campus Caterer

Sodexo is UMW’s exclusive food service provider. An approved Request for Food and Catering Waiver Form must be obtained PRIOR TO making a food purchase for ON-CAMPUS events from an establishment OTHER THAN Sodexo. Exceptions to the Request for Food and Catering Waiver Form requirement are found on the Food Purchase Guidance Table.

To use the Food Purchase Guidance Table, do the following:

  1. In Column A, select the Food Purchase Type that applies to your situation
  2. Follow the instructions/guidance on that selected row

On Campus Food Providers

NON-CATERED MEALS

  • If the meal is eaten at or taken away from The Top of the CRUC (Cedric Rucker University Center – Dining Hall), give the completed Business Meal and Food Approval Form to the Cashier. The Food Service provider will bill UMW, and Accounts Payable will pay the Food Service Provider directly using the FOAP(s) provided on the Business Meal and Food Approval Form.
  • If a meal is eaten at or taken away from any on-campus venue OTHER THAN The Top of the CRUC Dining Hall, use the UMW Finance Card.

Required Documentation for UMW Finance Card:

  1. Completed, signed, and dated Business Meal and Food Approval Form
  2. A detailed, itemized receipt
  3. Review and follow instructions/guidance on the Food Purchase Guidance Table
    • In Column A, select the Food Purchase Type that applies to your situation
    • Follow the instructions/guidance on that selected row

CATERED MEALS (both on and off campus) NOTE: A CATERER is a vendor who provides food AND also provides the service of setting out food and/or serving food. (Simple food delivery is NOT considered CATERED.)

  • If the meal is being catered by Sodexo (on or off campus), place the order (see top section at Business Meals).

Required Documentation:

  1. The completed, signed, and dated Business Meal and Food Approval Form
  2. Review and follow instructions/guidance on the Food Purchase Guidance Table
    • In Column A, select the Food Purchase Type that applies to your situation
    • Follow the instructions/guidance on that selected row
  3. The Sodexo Catering Contract with Order Number
  4. The Invoice (DATE STAMP the invoice when you receive it!)
  5. Within 10 days after the meal/event, email to payables@umw.edu ALL of the above documents TOGETHER in the SAME email.

The food service provider will bill UMW, and Accounts Payable will pay the Food Service Provider directly using the FOAP (s) provided on the Business Meal and Food Approval Form.

  • If the meal is being catered by an ON-CAMPUS food service provider OTHER THAN Sodexo (on or off campus), use the UMW Finance Card to pay.

Required Documentation:

  1. The completed, signed, and dated Business Meal and Food Approval Form
  2. The detailed, itemized receipt
  3. Review and follow instructions/guidance on the Food Purchase Guidance Table
    • In Column A, select the Food Purchase Type that applies to your situation
    • Follow the instructions/guidance on that selected row

Off Campus Grocery Store

If using ONLY STATE funds, use the SPCC. (Note: Contact Procurement Services if card restriction needs to be lifted.)
If using LOCAL (non-state) funds OR if using a combination of state AND local funds, use the UMW Finance Card. NOTE: Information on the TESS website will help to determine whether the funding source is a state fund or a non-state fund.

Take the Sales Tax Certificate of Exemption Form with you!

Required Documentation:

  1. The completed, signed and dated Business Meal and Food Approval Form
  2. The detailed, itemized receipt
  3. Review and follow instructions/guidance on the Food Purchase Guidance Table
    • In Column A, select the Food Purchase Type that applies to your situation
    • Follow the instructions/guidance on that selected row

Off Campus Restaurant

Use the UMW Finance Card.

–Food Eaten at an Off Campus Restaurant
Example: When an employee takes a job candidate to an off campus restaurant

Required Documentation:

  1. The completed, signed and dated Business Meal and Food Approval Form
  2. The detailed, itemized receipt

–Food brought ON campus from OFF CAMPUS Restaurant

Required Documentation:

  1. The completed, signed and dated Business Meal and Food Approval Form
  2. The detailed, itemized receipt
  3. Review and follow instructions/guidance on the Food Purchase Guidance Table
    • In Column A, select the Food Purchase Type that applies to your situation
    • Follow the instructions/guidance on that selected row

NOTE: IF USING AN OFF CAMPUS RESTAURANT AND THEY WILL BE CATERING THE EVENT, SEE “OFF CAMPUS CATERER” SECTION TAB BELOW.

Off Campus Caterer

A CATERER is a vendor who provides food AND also provides the service of setting out food and/or serving food. (Simple food delivery is NOT considered CATERED.)

  • If having a catered event ON CAMPUS or OFF CAMPUS using an OFF CAMPUS vendor, use the UMW Finance Card and see Required Documentation below.

Required Documentation:

  1. The completed, signed and dated Business Meal and Food Approval Form
  2. The detailed, itemized receipt
  3. Review and follow instructions/guidance on the Food Purchase Guidance Table
    • In Column A, select the Food Purchase Type that applies to your situation
    • Follow the instructions/guidance on that selected row

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