I. GENERAL POLICY

1. The current food service contractor (herein known as IUP Campus Dining) has the right to bid on any catered event requiring food service held on or off campus when funded by a University FOAPAL

2. IUP Campus Dining has exclusive rights for any catered events in the Blue Room*, Breezedale, Folger Hall (Food Court and Catering area), Foster Dining Hall, HUB Rock II, The Oak Room and Oak Room West, and Punxsutawney Dining Hall, and IUP residence halls and apartments.
* Blue Room Only - Exceptions granted through the President’s Office.

3. A properly completed Food/Alcohol/Refreshment Request form signed by the respective budget coordinator must be on file in the Office of Housing and Residence Life for each University-funded IUP Campus Dining-catered function to be held, and when guest meal tickets are to be used. The request form must be submitted to the Office of Housing and Residence Life at least one (1) week prior to the event or the event may not be accepted.

4. SSHE policy 1983-23 authorizes university presidents to approve expenditures for meal services provided at university expense. The President of IUP has delegated this approval authority to Vice Presidents and others designated by Vice Presidents. At anytime a Vice President or the President, at his or her sole discretion, may revoke the approval authority of a specific individual.

5. The following guidelines should be used when considering approval of meal services using university funds:

a. Approval may be granted if the University is contractually bound to provide meal services.

b. Approval may be granted in connection with workshops, seminars, official receptions, and other similar events.

c. Approval may be granted when entertaining guests of the University.

d. Approval may be granted in connection with meetings held during typical mealtimes; however, reasonable efforts should be made to avoid such situations.

e. The meetings or events must serve a business purpose of the University.

f. Approval should not be granted for regular staff meetings. Approvals in connection with meetings internal to a University division should be very rare, and usually in connection with a special event.

g. Approval should never be granted in connection with office parties, even if such events involve individuals outside of the office.

6. University funds may not be used to purchase alcoholic beverages. If alcohol is included in a catered event, the respective Vice President or President's signature (indicating approval) must appear on the Food/Alcohol/Refreshment Request form with the funding source identified. Alcohol may NOT be served in any of the student dining facilities.

7. Any non-IUP group may request use of IUP Campus Dining Services and IUP facilities. Arrangements must be made through the Office of Housing and Residence Life. The procedure will be the same as for all catered events using IUP Campus Dining.

8. If an outside caterer is to be used anywhere on or off campus and the event is University funded, an on-line requisition must be submitted to the Purchasing Services Office for processing according to the timetable outlined in the Procedures Section of this document.

Justification for not utilizing IUP Campus Dining must be included on the requisition. Payment to an outside vendor will not be authorized if this policy is not adhered to.

9. Departments may request to hold a catered event off campus only if IUP Campus Dining cannot cater the event or if there are no adequate facilities on campus.

10. Events not canceled with IUP Campus Dining 48 hours prior to the scheduled time of the event, may be liable for cost of labor and food.

11. The Office of Housing and Residence Life will send a copy of the meal policy statement to each budget coordinator at the beginning of each year to inform them that they are responsible for ensuring that events they sponsor or authorize are in compliance with this policy. Food/Alcohol/Refreshment Request forms are available through Central Stores.

II. PROCEDURES FOR EVENTS USING IUP CAMPUS DINING

1. Departments requiring catered food services should contact IUP Campus Dining (x2570) at least three (3) weeks prior to the event to make initial arrangements including the date, time, purpose, place, desired menu, cost, FOAPAL to be charged, and number of people expected to attend the event. In cases where initial arrangements cannot be made three (3) weeks in advance, IUP Campus Dining cannot guarantee its ability to provide the service. Completing a Food/Alcohol/Refreshment Request form does not constitute the arrangement of the catered event. Arrangements MUST BE COMPLETED with the catering department at IUP Campus Dining.

2. IUP Campus Dining will advise the department that it is necessary for the event sponsor to complete a Food/Alcohol/Refreshment Request form, and to submit the completed form to the Office of Housing and Residence Life at least one (1) week prior to the event. (A Food/Alcohol/Refreshment Request form may be obtained through Central Stores). Any event that does not have a properly completed and signed Food/Alcohol/Refreshment Request form on file in the Office of Housing and Residence Life at least one (1) week in advance of the event may be canceled.

3. A confirmation, with menu and estimated cost, will be provided to the sponsor by IUP Campus Dining.

4. After the event, the appropriate FOAPAL will be automatically charged for the event. IUP Campus Dining will send the invoice directly to the Accounts Payable Office with a copy to the sponsoring department. The sponsoring department must resolve any billing dispute with the IUP Campus Dining, within ten (10) working days of the date of the invoice.

5. If the event is to be funded by non-University funds, the billing address is to be noted on Food/Alcohol/Refreshment Request form so that IUP Campus Dining can forward the invoice to the proper party. A copy of the invoice will be sent to the department/individual. The department/individual must resolve any billing dispute with the IUP Campus Dining, within ten (10) working days of the date of the invoice.
 

III. PROCEDURES FOR GUEST MEAL TICKETS

(Guest Meals in Folger Food Court, Foster Dining Hall, HUB Rock II, or the Oak Room)

1. Departments requiring guest meal tickets should complete a Food/Alcohol/Refreshment Request and submit it to the Office of Housing and Residence Life at least one (1) week in advance of the requested meal.

2. The Office of Housing and Residence Life will prepare the guest meal ticket and issue it to the department sponsor once the approval is on file.

3. The department sponsor should present the meal ticket to IUP Campus Dining personnel at the time the meal is purchased.

4. After the meal ticket has been turned in, IUP Campus Dining will submit a bill to the Accounts Payable Office, with a copy to the department/individual. The department/individual must resolve any billing dispute with the IUP Campus Dining within ten (10) working days of the date of the invoice.

5. The casual meal rate will be charged for meals served through Foster Dining Hall. Items purchased in The Oak Room, Folger Food Court, or HUB Rock II will be charged at the advertised per item rates. Meal cost information is available through the IUP Campus Dining office (x7-2570) or OHRL (x7-7554).

IV. PROCEDURES FOR CATERED EVENTS USING AN OUTSIDE FOOD SERVICE

A. University Funded: On or Off Campus

1. IUP Campus Dining will automatically be given the opportunity to bid on all events. It is the responsibility of the event sponsor to contact Campus Dining and outside caterers for a bid if the service is $10,000 or less. If the event exceeds $10,000, Purchasing Services will advertise the service and issue a formal Request for Quotation to include Dining Services and outside caterers.

If the price quoted by Campus Dining is higher than an outside caterer or Campus Dining is unable to provide the service, an on-line requisition must be submitted and approved by the budget holder according to the following timetable:

If $1,500 or less – 2 weeks in advance of the event

If $1500.01-$10,000 - 4 to 6 weeks in advance of event

If $10,000.01 or more – 10-12 weeks in advance of event.

The requisition should include: date, time, purpose, place, menu, number of people, delivery services, equipment needs and the name of the caterer to be considered for the event. Any bid information (prices, name and telephone number of person contacted) previously obtained by the Event Sponsor from Campus Dining or an outside caterer must be included on the requisition or forwarded to Purchasing Services under separate cover.

If Purchasing Services obtains bids, the award will be made in accordance with University policy. Purchasing will notify the event sponsor of the approved caterer.

2. When the bid is awarded to an outside caterer, Purchasing Services will prepare a formal Purchase Order or Service Purchase Contract. If IUP Campus Dining receives the award, the Procedure for Catered Events Using IUP Campus Dining will be followed.

3. Outside caterers may not use the Blue Room*, Breezedale, HUB Rock II, The Oak Room, The Oak Room West, Folger Hall (Food Court or Catering area), Foster Dining Hall or Punxsutawney Dining Hall.
* Blue Room Only - Exceptions granted through the President’s Office

4. Any outside caterer will be required to furnish all equipment and table service related to the contracted services.

5. If the premises of the outside caterer are to be used to hold the event (i.e., Holiday Inn, University Inn, etc.) the requirement for a bid by IUP Campus Dining is waived.

B. Non-University Funded:

On Campus

1. It is the responsibility of the event sponsor to contact the caterers being considered, including IUP Campus Dining, and explain in detail the service needed, (i.e., number of people, place, time, cost per person, menu, delivery services, etc.). Any off-campus caterer will be expected to furnish all equipment and table service related to the contracted services.

2. The sponsor must obtain a minimum of two (2) written bids (maximum three bids). IUP Campus Dining must be one of the bidders.

3. Before awarding a bid, copies of all bids must be reviewed and approved by the Associate Director of Administration for the Office of Housing and Residence Life. The bid will be awarded by the Associate Director according to University guidelines. The event sponsor will be responsible for notifying the successful bidder and making all arrangements for the event.

4. All caterers are subject to regulations and procedures governing the on-campus facilities in which an event is scheduled.

5. Outside caterers may not use the Blue Room*, Breezedale, HUB Rock II, The Oak Room, The Oak Room West, Folger Hall (Food Court or Catering area), Foster Dining Hall or Punxsutawney Dining Hall.
*Blue Room Only - Exceptions granted through the President’s Office

Off Campus

1. If an event is non-university funded, off campus, and to be catered by an outside caterer, there is no need to involve the Office of Housing and Residence Life, Purchasing Services, IUP Campus Dining or the Controller's Office. Do not have invoices sent to any of these offices as they will be returned.