Guidance for Purchasing Food with University Funds

University Guidance

Original Issuance Date: July 21, 2026

Last Revision Date: Initial Issuance

1. Purpose of Guidance

To provide guidance on purchasing food with university funds.

2. Publishing Office

University Accounting & Accounts Payable

3. Affected Stakeholders on Campus

These guidelines primarily impact any individual or unit that purchases food with university funds.

4. Primary Responsibility

University Accounting & Accounts Payable has primary responsibility for these guidelines. UW-Eau Claire units may have more restrictive policies for purchasing food.

5. Guidance

Per UW Administrative Policy (SYS) 435, Universities of Wisconsin Business Meals and Events, costs associated with UW-Eau Claire business meals and events may generally be reimbursed or paid if they are actual, reasonable and necessary. The use of University funds requires documentation of a clear business purpose.

All employees ordering and/or requesting reimbursement for food purchases should read and comply with the requirements of SYS 435 and UW-Eau Claire University Centers policy Food on Campus.

A. Event Types and Documentation

University funds may be used to provide meals, refreshment breaks, or non-alcoholic beverage refreshments at University events or other business functions that are not purely social in nature, provided the expense meets the requirements of SYS 435. The sections below provide guidance on common expense types and documentation requirements.

I. Meetings

 Meeting expenses include food and nonalcoholic beverage costs (up to the maximum rate) based on the time of the meal.

 Meeting expenses must include documentation that identifies:

• Name of meeting
• Date and time of meeting
• Business Purpose
• Agenda
• Number in attendance
• Names of attendees
  • For any no show attendees, please indicate that on your list
  • For recruitment activities – attendees list should include names and/or number of guests along with the student’s name
• Reason for holding a meeting over a meal period
• Approval

II. Receptions & Open Houses

Reception expenses include food and nonalcoholic beverage costs, reception room, service charges, and gratuity. A reasonable effort needs to be made to minimize the expenses resulting from overestimated attendance, a 10% difference in anticipated vs actual attendance will be accepted. The hosting department should be prepared to justify the cost to the media and to political and private interests. Receptions must have a business purpose and cannot be purely social.

Reception expenses must include documentation that identifies:

• Business purpose
• Flier/Agenda from the event
• Original invoices/receipts
• Approval

III. Refreshment Breaks

Refreshments are limited to one break each morning and afternoon. May be nonalcoholic beverages and a small food item. Refreshments must be reasonable and should not exceed the maximum rate. A reasonable effort needs to be made to minimize the expenses resulting from overestimated attendance, a 10% difference in anticipated vs actual attendance will be accepted.

Refreshment expenses must include documentation that identifies:

• Name
• Business Purpose
• Number in attendance
• Date and time of meeting
• Meeting agenda
• Statement indicating number of UW/State employees and non-employees
• Original invoices/receipts
• Approval

IV. Meal Vouchers for Recruitment Activities

Food vouchers may be utilized in the on-campus recruitment activities for Athletics and on campus recruitment/orientation activities for Enrollment Management. These vouchers must remain within the allowable meal amounts and should include the following:

• Business Purpose – include on payment request
• Student Name(s)
• Guests of Student(s)
  • When providing a list to Accounts Payable, include the names and/or number of guests with the students names
  • When providing name on voucher to Sodexo, include the names and/or number of guests on the voucher
• Original invoice/receipts/vouchers
• Approval

B. Processes for Ordering Food

I. Ordering from Sodexo

    a. Contact Sodexo to order food items required for the event.

    b. Forty-eight (48) hours prior to the event, contact Sodexo again for count variations.

    c. After the event, Sodexo will initiate a Food Service Requisition eform.

        1. You will receive an email with the subject line "Food Service Requisition" that includes a link to the eform.

        2. Sodexo's invoice and supporting documentation will be attached to the efrom. Review these for accuracy. If there is a concern with the invoice, note the concern in the comment box and click on the "Return to Sodexo" button.

        3. When all any issues with the invoice have been resolved, complete the eform and include all information and documentation required in section A based on the event type. Note: This is a required form; the Invoice will not be processed until the appropriate questions on the form have been answered.

    d. Accounts Payable will review the eform and may request additional information.

    e. If approved, Accounts Payable will submit payment to the food service provider through ShopUW+.

II. Ordering from an off-campus vendor

    a. If the total is more than $250.00 and you are consuming the food on campus, you must apply for a food waiver from Sodexo. Complete and submit the Blugold Dining Food Waiver Request eform.

    b. Meal maximums apply and the maximum includes tip. Example: $18.00 for lunch means $15 per person if you are tipping 20%. ($15 X 20% = $18). Tipping is limited to 20%.

    c. Purchases made for the university are tax-exempt. Use the Universities of Wisconsin tax-exempt CES number and make sure tax is removed from the purchase.

    d. Payment options for this method

         1. See if the vendor will bill UW-Eau Claire. You could then submit an invoice for direct pay. Make sure to attach documentation required.

        2. Use either a Corporate card, personal card, cash, or check and submit an E-Reimbursement request. Make sure to attach the receipt and documentation required.

III. Meal voucher for on-campus recruitment/orientation

Meal vouchers may be utilized in the on-campus recruitment activities for Athletics and on campus recruitment/orientation activities for Enrollment Management. These vouchers must remain within the allowable meal amounts.

    a. Contact Blugold Dining for vouchers

    b. Hand meal vouchers out to participants

    c. Participants are to include their name(s) on the voucher before they use them

    d. Participants, if they have guests, should include the guest name or “plus x guest(s)”

    e. Participants turn in meal voucher when they get their food

    f. Sodexo collects vouchers and fills out a Food Service Requisition eform

    g. The Food Service Requisition eform will route to department

    h. Department is to add any additional information including list of participants

    i. Department approves and forwards to Accounts Payable

    j. Accounts Payable audits/reviews the eform and sends payment to Sodexo

6. Contact

University Accounting & Accounts Payable

7. Guidance History

Original Issuance Date: July 21, 2026

8. Scheduled Review

July 2031