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Allowed Purchases and Approval of Costs

University funds may be used to purchase food services, where necessary and reasonable, for University hosted business meetings, catered meals, receptions and conferences that are required to have NON-Towson University staff and faculty. Catering for non-sanctioned events requires pre-approval from the department supervisor and the divisional Vice President, or designee. 

University funds definition

University Funds

University Funds are defined as those for which the State of Maryland issues payment.  This also includes the use of the University Visa Procurement Card.

Acceptable Types of Meals

• Business Meal: A meal offered during a meeting attended by faculty, staff and/or students that may or may not include others from outside Towson University, for which the primary purpose of that meeting is to conduct business matters on behalf of the institution. (See VI. A.) Typically, these meals are non-travel related.
• Catered Meal: A meal provided by the University鈥檚 catering provider.
• Working Meal: Meals provided when employees are required to work during their normal meal period to conduct official university business. Working meals are infrequent and occur when it is far more prudent to conduct business matters in this manner, than not.
• Committee Meal: Meals provided during the active work session of a committee.
• Recruitment Meal: Meals provided for the purpose of recruiting and/or hosting a prospective staff, faculty, student, and/or internal or external vendor/client. These types of meals include things such as a lunch during a candidate job interview.
• Training Meal: Meals provided during the training of designated Towson University staff, faculty, students, and/or designated non-Towson University personnel such as consultants and other external guests providing a direct service or benefit to Towson University.
• Event Meal: Meals tied to special Towson University functions such as speakers, lectures, conferences, convocations, and events outside the 鈥渘ormal鈥� daily activity of the TU community.
• Other Meals: Food/meals that support instruction, research and student activities, marketing and inter-campus meetings hosted by Towson University; University sanctioned activities that benefit the entire campus such as 鈥渆mployee service awards programs;鈥� or food purchased for consumption during a university-sponsored educational activity or seminar (such as those offered by Training and Organizational Development).

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Catering Policy Checklist

Use the Catering Policy Checklist as a guide to TU's Catering Policy when submitting food service payments.

Food catering costs will not be paid or reimbursed for departmental meetings or social gatherings. However, a catered or business meal that includes ONLY Towson University staff and/or faculty may be covered with the pre-approval of the department supervisor and the divisional vice president (or designee). See the Exception Authorization Form (PDF).

The Catering Exception Authorization Form must be completed and approved by the appropriate supervisor PRIOR to the meal occurring or the caterer engaged as follows:

• If the cost of the meal is under $1,000, the Meal/Food Pre-Approval form must be completed and signed by a Director, Department Chair or higher.
• If the cost of the meal is from $1,000 up to, but not including $4999.99, approval is required by an Assistant or Associate Vice President, Assistant or Associate Dean, Assistant or Associate Vice Provost, or higher.

Cost of meals must not exceed allowance approved under USM Policy VIII-11.00, Policy on University System Travel, see Reimbursable Meals.

Cost of food service provided for conferences, receptions, or meetings must comply with the following guidelines:

1. Lunch or two breaks is allowed for a meeting that is four hours or longer.
2. One break is allowed for a meeting that is two hours or longer; the allowable cost for one break is half of the USM lunch allowance.
3. Dinner is allowed for sanctioned or pre-approved meetings that begin or extend beyond 5 p.m.
4. Breakfast is allowed for sanctioned meetings that begin before 9 a.m.
5. The cost of alcoholic beverages is not allowable under any circumstances.

Business or catered meals may be appropriate in the following instances:

• Interview of an applicant for employment by official University host(s).
• Meals during new employee orientation conducted by the Office of Human Resources.
• Meals for visiting scholars and faculty.
• Meals for distinguished guest speakers/lecturers.
• Meetings with business leaders outside the University for the purpose of student interaction and/or future contributions to programs.
• Meeting with colleagues from other Universities to discuss University research, instruction, administrative functions, etc.
• Meals with prospective students.
• Employee awards/appreciation programs.
• Meals during unusual hours or at unusual places of work for groups performing University services.
• Conferences, convocations, symposiums and other special event which are on behalf of or substantially involve non-Towson University personnel.

Business or catered meals are not appropriate in the following circumstances:

• Personal meals among University employees.
• Routine meeting among University employees (e.g. faculty and staff meetings).
• General discussion meals among employees.
• Any social function such as holiday parties, retirement parties, birthday parties, showers, welcome or farewell parties, office parties, etc.
• Meals that consist of only Towson University employees and faculty during the normal workday unless such meals meet the criteria outlined in 搂 V. and are pre-approved per 搂VI. A.

Business meals definition

Business Meals

Business meals are a meal attended by faculty, staff and/or students that may or may not include others from outside Towson University, for which the primary purpose of that meeting is to conduct business matters on behalf of the institution.

Food Waiver

Food Waivers must be obtained by University groups when the approved food service provider is not used for the catering services for an event on campus. Food served on campus without a Food Waiver may be a violation of the University鈥檚 contractual obligation.

Food Waivers may be issued for the following types of events on campus.

1. Events and meetings with less than $100.00 in total food and beverage value. Typically, these events are small group meetings and cannot be catered cost effectively at this level.
2. Smaller events (fewer than 50 persons) and student group meetings with 鈥渘on-production鈥� food items. Non-production items are considered food items that are typically store-bought and require no special refrigeration and/or heating. These items include such items as bottled/canned soda, chips and cookies.
3. Events and meetings with donated food. Towson University often receives food donated from local restaurants as a part of their support to the campus. Health and Safety regulations, including all temperature requirements, apply to all food that is donated.
4. Events and meetings with a unique or special food requirement. Towson University's food service provider has an extensive staff of trained chefs on campus that can prepare almost any type of food. Occasionally groups require food or food products that cannot be prepared or obtained.

Payment for Food Services Criteria

Payment for Food Services

The State's General Accounting Division requires that all invoices for the purchase of food or catering, including business meals (IRS mandate) be supported by the name and purpose of the function as well as a list of individuals served, indicating their affiliation with the University/USM/State (employee, visitor, paying guest, prospective student, etc.).

Use the Catering Policy Checklist (PDF) to assist when submitting your payment.

Invoice Payments

The Catering Event Attendee Form must accompany all invoices from University Dining Services or all food service providers and catering exception form when applicable.

1. For large groups (50+), where obtaining names is impractical, only the names of University employees are required along with a summarization by type of other individuals served (i.e. 100 students and parents attending admissions open house).
2. Invoices that do not include this supporting documentation are unacceptable to the State Comptroller's Office and will be returned to the department unpaid.

• Attach a copy of the Event Order Form to all invoices. This form is the official contract for services between the catering provider and the University department holding the function. Your Tiger Hospitality Catering authorization online is the official signature of record.
• Departments must include an agenda, event flyer, etc. that details the type of event, the attendees or the target audience, and the length/time frame when submitting an invoice.
• If applicable, the approved Food Waiver from Dining Services must be included with the invoice.
• The Catering Exception Authorization Form must be included with the invoice if the catered or business meal included ONLY Towson University staff and/or faculty.

Paying by VISA Card

The University VISA Procurement Card can be used to pay for catering services ordered through Towson University's approved food service provider. Catering services must comply with the guidelines listed above. Present your Visa Procurement Card number and expiration date when placing an order (for $5,000 or less). 

After the event occurs, Towson University's approved food service will:

1. Process payment against the respective Procurement Card after the event occurs; and
2. Email the cardholder a copy of the Invoice and Event Order Formand a VISA receipt.

A STRATUS expense form with catering listed that does not include supporting documentation will be rejected by the Procurement Card auditor. As supporting documentation for the purchase, the following will be required:

1. The expenditure must be included on a STRATUS expense form.
2. The Catering Event Attendee Form must be attached on the STRATUS expense form.
   1. For large groups (50+), where obtaining names is impractical, only the names of University employees are required along with a summarization by type of other individuals served (i.e. 100 students and parents attending admissions open house).
3. A copy of the Event Order Form and the VISA receipt must be attached.
4. Departments must include an agenda, event flyer, etc. that details the type of event, the attendees or the target audience, and the length/time frame when submitting an invoice.
5. The Catering Exception Authorization Form must be included on the STRATUS expense form if the catered or business meal included ONLY Towson University staff and/or faculty.

If you need assistance, contact the Financial Services help line at 410-704-5599 (choose option one).

Additional resources

Other Helpful Links

Faculty Reservation Form to request a room or facility on campus.

Catering Policy Checklist

Food Waiver to request a waiver from Tiger Hospitality Catering.

Related Policies

Towson University Policy 08-11.20, Catering and Meal Coupon Policy