08-11.20 – Catering and Meal Coupon Policy

  1. Policy Statement:

    Towson University (the “University”) has established these policies and procedures pursuant to the University System of Maryland Policies and Procedures. This policy defines allowable costs and approval procedures required to charge catering and food costs to University accounts. It applies to all food and catering costs, including coffee service, meeting breaks, lunches and dinners, receptions, meal coupons and beverages and snacks for training programs. The policy does not apply to catering purchases made by the Towson University Foundation.

  2. Reason for Policy:

    To establish consistent University-wide procedures regarding catering and food costs.

  3. Responsible Executive and Office:

    Responsible Executive:
    Vice President for Administration and Finance and Chief Fiscal Officer

    Responsible Office:
    The Office of Procurement

  4. Entities Affected by this Policy:

    All University divisions, colleges, departments and operating units.

  5. Definitions:

    1. 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.

    2. Catered Meal: A meal provided by the University’s catering provider.

    3. University Funds: For purposes of this policy, University funds are defined as those for which the State of Maryland issues payment. This also includes use of the University Procurement Card.

    4. 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.

    5. Committee Meal: Meals provided during the active work session of a committee.

    6. 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.

    7. 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.

    8. Event Meal: Meals tied to special Towson University functions such as speakers, lectures, conferences, convocations, and events outside the “normal” daily activity of the TU community.

    9. 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 “employee service awards programs;” or food purchased for consumption during a university-sponsored educational activity or seminar (such as those offered by Training and Organizational Development).

  6. Procedures:

    1. Catering Policy

      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. The University has a contractual obligation to purchase catering and food related services from the approved food service provider for all campus events. To request exception to the contractual requirement, a Food Waiver must be requested from the approved food service provider. (See Food Waiver information in §V.E.) Food purchased for campus events from outside sources without a Food Waiver is considered a violation of the campus Catering Policy.

      Preapproval is required for all catered or business meals that include ONLY Towson University staff and faculty. 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:

      1. 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.

      2. 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.

      3. If the cost of the meal is $5,000 or greater, approval is required by a Vice President, Dean, 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.

      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 § V. and are pre-approved per §VI. A.

      Cost of food or catering service provided for conferences, receptions, business meetings or catered meals must comply with guidelines as follows:

      1. Lunch or two breaks will be allowed for a minimum 4-hour meeting.

      2. One break will be allowed for a minimum 2-hour meeting. The allowable cost for one break will be half of the USM lunch allowance.

      3. Dinner will be allowed for pre-approved meetings that begin or extend beyond 5:00 p.m.

      4. Breakfast will be allowed for pre-approved meetings that begin before 9:00 a.m.

      5. The cost of alcoholic beverages is not allowable under any circumstances.

    2. Meal Coupon Policy

      University funds may be used to purchase meal coupons for food services, where necessary and reasonable, for University hosted business meetings, conferences and events. Meal coupons provided for meetings, conferences and events must comply with the guidelines listed above.

    3. Payment of invoice for food services

      1. 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.).

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

        2. 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). Invoices that do not include this supporting documentation are unacceptable to the State Comptroller's Office and will be returned to the department unpaid.

        3. 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.

    4. Paying by VISA Card

      1. 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. All purchases must be supported by the name and purpose of the function, details regarding the type and length of the function, and a list of individuals served, indicating their affiliation with the University/USM/State (for example, employee, visitor, paying guest, prospective student).

      2. At the time an order is placed, if you are paying with the VISA Procurement Card, the food service provider will require your VISA Procurement Card number and expiration. 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 Form and a VISA receipt.

      3. 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. a description of the event (50+) including attendee names, their affiliation (USM employee, visitor, paying guest, prospective student, etc.), details of the type and length of the function must be attached on the STRATUS expense form. 

        3. a copy of the Event Order Form and the VISA receipt must be attached with a list of attendees. Catering Event Attendee Form and Catering Exception Authorization Form when applicable. 

    5. Food Waivers

      Food Waivers must be obtained by University groups when the approved food service provider is not used to provide the catering services for an event on campus. Food served on campus without a Food Waiver may be a violation of the University’s contractual obligation. All Baltimore County Health and Safety regulations still apply for these events.

      Food Waivers may be issued for the following types of events on campus. (Food Waivers are not required for departmental “pot luck” type gatherings).

      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 “non-production” 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.

    Other Helpful Links:

    Facility Reservation Form

    Tiger Hospitality Catering Menu

    Related Policies:

    USM Policy VIII-11.00, Policy on University System Travel

    Approval Date: 10/12/2007

    Revised Date: 09/01/23

    Effective Date: 10/19/2007

    Approved By: