Office of Business Operations

Food Purchases/Catering

This guide is meant to highlight the basic policies covering the most common food expenses. It is not intended to cover all existing rules and policies.  The IRS and the State of Iowa impose restrictions on meal expenses.  All expenses must be directly related to the conduct of University business.

 

State funds cannot be used for the purchase of alcoholic beverages or for expenses that constitute a “private purpose” - including food and beverages for routine employee breaks, staff meetings, office parties, staff retirement parties, or events of a personal nature.

 

When submitting expenses for food purchases please include the following:

  • Appropriate business purpose.
  • Itemized receipts when required.  
  • Names of the individuals in attendance and their relationship to the University.
  • Meeting or conference agenda if applicable.
  • Keep in mind that the University’s tax exempt number is displayed on the procurement card and it is expected that the cardholder ensures that tax is not charged.
  • Tipping should not exceed 20% of the bill subtotal.

 

Additional considerations:

ScenarioRulePolicy
Interviewing invited candidates for professional positions on staffAllowance made for candidate + partner and 2 employees for breakfast and lunch, 4 employees for dinner. Meals may not exceed GSA allowable rates.Policy 9.43
Entertaining speakers, lecturers, performers, or other invited guests assisting in formal instructional programAllowance made for guest and 2 employees for breakfast and lunch, 4 employees for dinner. Meals may not exceed GSA allowable rates.Policy 9.43
Working through a meal period (working an event that does not allow staff/student to leave for meal)Meals may not exceed GSA allowable rates. VP approval is required.Policy 9.43
Staff or student employee meetings, staff retreats, staff trainingIf necessary to hold outside normal business hours and over a regular meal time, a meal may be provided at GSA allowable rates. VP approval is required. Agenda must be provided with invoice. A catering exception from UNI Housing & Dining will be required if expense is $250 or greater, or if a non-approved vendor is used.  Policy 9.43
Student events or programsWhen appropriate to provide food/refreshments. May not exceed GSA allowable rates.  Policy 13.17
On-campus meetings or eventsPrior to purchasing food from an outside vendor to be consumed on campus, a catering exception from UNI Housing & Dining will be required if expense is $250 or greater, or if a non-approved vendor is used.  Policy 13.17
Travel mealsMeals included as part of another expense (i.e. hotel stay, conference registration, etc.) should have “provided” box checked on TEV - and will be prorated 20% breakfast, 30% lunch, 50% dinner. Meals may not exceed GSA allowable rates (or US Dept of State rates for international travel). Conference agendas should be attached to the TEV.  Itemized receipts required for meals $75 and over, and group meals.UNI Travel Guidelines
Beverage purchaseDepartments must purchase beverages through UNI Catering, the campus convenience stores, or directly from Atlantic Bottling. Purchasing from other providers is not allowed.  Beverage Contract
Purchases at on-campus dining centers or convenience storesProcards cannot be used for these purchases. Use DOR Departmental Charge Form.DOR Dept Charge Form

 *GSA rates are updated annually on October 1st

 

If you have any questions about purchasing food, please contact Business Operations at 319-273-2162 or email protrav@uni.edu