Business Meals

Answer the questions below to identify appropriate charge card for the purchase and form requirements. IF YOU CHANGE ANY RESPONSES, REFRESH SCREEN TO START OVER (for PC, press Ctrl + F5 and for Mac, press ⌘ Command + ⇧ Shift + R). Read BUSINESS MEALS for detailed regulations. Quick Links are found at the bottom of this page.

Business Meal and Food Questions

Do you plan to use a UMW Food Service Provider or an Off Campus Supplier for this meal/event?

UMW Contracted Food Service Provider

Off Campus Vendor

Non Catered Meals

If the meal is eaten at (or taken away from) Seacobeck, give the completed Business Meal and Food Approval Form (BMF) to the Cashier. Accounts Payable will pay the Food Service Provider directly using the FOAP(s) provided on the Form.

If a meal is taken at (or taken away from) an on-campus venue other than Sodexo, use the UMW Finance Card. Review the Business Meals and Food Regulations website.

Required Documentation:

The completed, signed, and dated Business Meal & Food Approval Form

The detailed, Itemized receipt

Catered Meals

If the meal is being catered by Sodexo, place the order with Sodexo and submit all documentation within the same mailing envelope within 10 days of the meal/event to Accounts Payable.

Required Documentation:

The completed, signed, and dated Business Meal & Food Approval Form

The Invoice

The Contract with Order Number

Accounts Payable will pay the Food Service Provider directly using the FOAP(S) provided on the Form.

If a meal is being catered by an on-campus food provider other than Sodexo (Vocelli's or Blackstone, for example), Sodexo might direct bill for that vendor. Contact Sodexo and inquire.

If Sodexo WILL direct bill for the on-campus food provider, submit all documentation within the same mailing envelope to Accounts Payable, within 10 days of the meal/event regardless of the funding source.

Required Documentation:

The completed, signed, and dated Business Meal & Food Approval Form

The Invoice

The Contract with Order Number

Accounts Payable will pay the food service provider directly using the FOAP(s) provided on the Form.

If Sodexo will NOT direct bill for the on-campus food service provider, use the UMW Finance Card. Review the Securing a UMW Finance Card section on the Business Meal and Food Regulations website.

Required Documentation:

The completed, signed, and dated Business Meal & Food Approval Form

The detailed, itemized receipt

Will you be dining on a UMW property (including Belmont, Gari Melcher's Museum, James Monroe Museum, etc.) or off campus?

On a UMW Property

Off Campus

Are you purchasing from a grocery store, a restaurant, or is this a catered event using an off campus Caterer?

Grocery Store

Restaurant

Catered event using off campus Caterer

Is the TOTAL MEAL expense $100.00 or less?

Yes

Use the UMW Finance Card for Local Funds, or the SPCC for state funds.

Take the Tax Exempt Form with you.

Required Documentation:

The completed, signed Business Meal & Food Form

The detailed & Itemized receipt

Contact Procurement Services for procurement regulations that may apply to this purchase.

Use the SPCC for State funds or the UMW Finance Card for Local funds. Review the Business Meals and Food Regulations website. Take the Tax Exempt Form with you.

Required Documentaiton:

The Food and Catering Waiver Approval email/form exempting use of UMW's contracted food service provider

The completed, signed and dated Business Meal & Food Approval Form

The detailed, itemized receipt.

The UMW Finance Card is the method of payment.

Required Documentation:

The completed, signed and dated Business Meal and Food Approval Form

The detailed & Itemized receipt

The UMW Finance Card is the method of payment. Review the Securing a UMW Finance Cardsection on the Business Meal and Food Regulations website.

Required Documentation:

A Food and Catering Waiver Approval email exempting the use of UMW's contracted food service provider.

The completed, signed and dated Business Meal & Food Approval Form

The detailed, Itemized receipt.

Contact Procurement Services for all Procurement regulation that may apply to this purchase.

A caterer is defined as an entity that delivers and serves food.

Use the UMW Finance Card.

Review theBusiness Meals and Food Regulations website.

Required Documentation:

The completed, signed and dated Business Meal and Food Approval Form

The detailed, itemized receipt.

Contact Procurement Services for all Procurement Regulations that may apply to this purchase.

Use the UMW Finance Card. Review the Securing a UMW Finance Card section on the Business Meal and Food Regulations website.

Required Documentation:

A Food and Catering Waiver Approval email exempting use of UMW's contracted food service provider

The completed, signed and dated Buisiness Meal & Food Approval Form

The detailed, Itemized receipt.

Use the UMW Finance Card. See Business Meals for UMW Finance card procedures. If using only state funds, the SPCC may be used.

Take the Sales Tax Exempt Form with you.

Required Documentation:

The completed, signed and dated Business Meal & Food Approval Form

The detailed, itemized receipt

Contact Procurement Services for all Procurement Regulations that may apply to this purchase.

The UMW Finance card is the method of payment. See Business Mealf or UMW Finance Card procedures.

Required Documentation:

The completed, signed and dated Business Meal & Food Approval Form

The detailed, Itemized receipt

Use the UMW Finance Card. Review the Business Meals and Food Regulations website.

The completed, signed, and dated Business Meal & Food Approval Form

The detailed, Itemized receipt

Contact Procurement Services for all Procurement Regulations that may apply to this purchase.

Quick Links:

Food & Catering Release Waiver
UMW Sales Tax Exemption Certificate (to use at grocery stores, for example)
Procurement Services (for questions about food contracts)
Accounts Payable payables@umw.edu (for all other questions)
Do NOT use – Form Elec Sign

Business Meal and Food Questions

Non Catered Meals

Catered Meals

Quick Links:

Forms

Chrome River

Vendors / Suppliers / Payees – How to Get Payment

Payment Due Dates

Prior to Vendor Selection

Independent Contractor

Finance Contact List