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Policies and Procedures

ABUSF 107

Number:

ABUSF 107

Section:

Finance & Administration

Subject:

Catering Policy

Date:

March 1, 2010

Issued by:

Vice Chancellor for Finance & Administration

Authorized by:

Vice Chancellor for Finance & Administration

 

I.          Policy

As USCA's contracted food services/catering provider, ARAMARK has exclusive rights for all food service/catering functions held on the USCA campus. Sample menus for a variety of events including breakfasts, lunches, dinners, and receptions/breaks are located on USCA's Dining Services Web Site or in the printed Catering Guide available from ARAMARK. 

II.        Procedure

a.        Academic and Administrative Departments and Student Organizations

i. The department or student organization is responsible for reserving rooms through the proper channels before booking the catering event with ARAMARK. Tables or other equipment required for use by catering should be included on the room request form.

ii. Arrangements for on-campus food service/catering functions for internal campus groups should be made with ARAMARK at extension 3596. This includes coffee/danishes, cookies/soft drinks, or small luncheon arrangements.

iii. Arrangements for outside groups and all events held in the Conference Center should be made with Ms. Mary Anne Cavanaugh at extension 3587.

iv. Events should be arranged with as much advance notice as possible, a minimum of seven days is preferred. Events arranged within four working days of the event may be limited in menu options. ARAMARK will quote prices within 24 hours after the order is placed.

v. For health and safety reasons, all leftover food items are the property of ARAMARK. We are unable to allow any leftover food to be taken off campus or to your offices. At the end of the event please contact the food services office so that the room may be cleared.

vi. A guaranteed minimum charge of $25 is required for all catered events. For catered functions under this minimum amount, there will be a $10 delivery/pick-up charge.

vii. In the event of a cancellation within 48 hours of the event, the customer is responsible for the costs of any food and the production costs incurred up to the time of the cancellation. There will be no charges incurred if an event is cancelled with notice greater than 48 hours.

viii. Prior to ARAMARK finalizing plans for catering an event, the academic department/school or administrative unit must submit a purchase requisition to ARAMARK at least two days prior to the event.

1. Submit a Campus Catering Ordering Form to ARAMARK (available on the Dining Services Web Site).

2.Provide a final confirmed attendance or "guaranteed count" by 12:00 noon two business days prior to the event. The requesting department will be billed for the "guaranteed count" or actual number of people served, depending upon which number is greater.

 

b.  Pick Up Policy (Catering to Go)

i. With assistance from ARAMARK, determine and order the appropriate quantity of food.

ii. ARAMARK will quote prices within 24 hours after the order is placed.

iii. The student organization or department must deliver a completed purchase requisition or check to ARAMARK at least 24 hours before the event.

iv. Any equipment that is the property of ARAMARK must be returned. Any equipment not returned will be billed to the academic or administrative department or student organization.

c. Self-Prepared/Self-Served Food 

Academic and administrative departments and student organizations may provide self-prepared and self-served food for meetings. Student organizations may provide self-prepared and self-served food, or donated food for fundraising activities such as bake sales. Student organizations may order delivered pizza for organizational meetings. Invoices must be paid from the student organization funds.

d. Non-University Caterers

Non-University caterers may be used in rare circumstances. However, ARAMARK has right of first refusal. Non-university caterers must meet all purchasing policies and procedures and must comply with all local, state and national health and sanitation regulations. As with all university contracts, the competing caterer must present a bid a minimum of 10% lower than university catering. Additionally, any off-campus caterer used for the first time by USCA should provide proof of liability insurance and proof of licensure with the South Carolina Department of Health and Environmental Control. The Associate Chancellor for Business and Finance will make final decisions related to the use of non-university caterers.

Sponsors of any functions with food and/or beverages supplied by a non-university caterer are responsible for the actions of that caterer and compliance with the criteria as outlined.

III.  Related Policies

IV.  Reasons for Revision

Under annual review