The following information is regarding specific policies and processes. To address any additional questions after reviewing the following topics or pertaining to topics not covered on this webpage, please reach out to Executive Office Finance (EOFin) via the EO Finance General Consultation form.
EOFin recommends their involvement in the purchase process as early as possible. This may save time, improve efficiency, and confirms approval and funding for the purchase, by ensuring best practice is being followed.
In order to begin the purchase process, please fill out the Purchase, Invoice, and Reimbursement form. Please note, the EO Finance team requires a business justification when requesting a purchase.
Please follow the below steps to correctly purchase food, catering, and/or meals for an University of Washington event.
First step: Determine if the event falls under one of the following three categories that the University will allow purchase approval for:
- Meeting: Official University of Washington working meetings where meals/light refreshments are integral.
- Training: Official University of Washington trainings where meals/light refreshments are integral.
- Recognition: Official University of Washington recognition where light refreshments are integral. When anything beyond light refreshments (including meals) are being considered, please reach out via the EO Finance General Consultation form for best practices.
Second step: The organizer must complete the UW Food Form (owned by UW Finance, Planning and Budgeting) (this is required to be done before making any purchases). The form must be signed by the appropriate approver.
Third Step: While planning the event, the organizer must ensure that are within the allowable amount for food purchase (if the purchase will be made using discretionary funds, the maximum purchase amount/allowable amount does not apply). This allowable amount is dependent on whether light refreshments or meals were selected on the Food Form. When light refreshments are selected, the approved amount on the Food Form is the max allowable rate. When “Meals” are selected on the Food Form, the allowable rate is determined by calculating the UW approved meal per diem rate.
Determining the maximum allowable amount can be a difficult process. EOFin is here to offer support. To request consultation on determining the maximum allowable, contact the team via the General Consultation form.
Fourth Step: The event organizer should submit a Purchase, Invoice, and Reimbursement form prior to making any purchases, if possible. This will enable EOFin to assist with facilitating the purchase and ensure best practices are followed.
If you are considering contracting with a new vendor, please fill out a EO Finance General Consultation form in order to work with EOFin. The team will then ensure the new vendor is set up to receive payment properly.