General Catering Policies
Food at Off-Campus and On-Campus Events
Food purchases under $400 must be from a licensed food service provider. Food purchases over $400 for events must use an approved caterer. View the list of approved caterers and related policies here.
Cookouts are not allowed on campus
Cooking raw food requires an approved caterer with appropriate food service permit, insurance and licenses.
Bake Sale Safety Guidelines
Bake sales are permitted, but must following the following safety guidelines.
Virtual Meetings, Events and Celebrations- Guidelines for Payment or Reimbursement of Meals
Faculty, staff, students and other attendees who are virtual should have access to meals at their remote location. Thus, meal delivery services like DoorDash, Grubhub, Uber Eats, etc. should not be used to deliver meals to individuals or to provide gift cards or promotional codes to allow individuals to order meals. The intent of existing policies is to pay for or reimburse for meals that would allow work, a meeting or an event to continue when food is not readily available.
Catering Procurement Procedures
Food/Group Meal Documentation
All food expenses processed through Accounts Payable, paid via PCard, or check request must include the Food/Group Meal form when submitting your estimate and final invoice. This includes catered events, restaurant dining, and delivered meals. Meal per diem limits are imposed for most state-funded events. You may use a PCard when you order ahead of time from the office for delivery or pick up. Read more about the policy here.
If you use Georgia Tech Catering and manage the billing internally, there is no need for a PO but a Food/Group Meal form is still required. Meal per diem limit policies would still apply.
All-Inclusive Meeting/Event Per-Person Cost
One best practice to use if your workshop or conference is off site is the All-Inclusive Meeting or Complete Meeting Package that can cover all expenses related to meetings. This practice, using a line item that gives the dates for the all-inclusive meeting package with the number of attendees and cost broken out per person, is the best way to go. If you attempt to itemize the meals and lodging, all state travel regulations are imposed and could become quite burdensome when trying to apply all the costs and regulations associated with this one workshop/conference. Plus, if you miss something, it may throw up a red flag to the auditors.