Before acquiring food for a campus event or function, please follow the steps below:
- Complete the Business Meeting Meals Request Form
- Route the completed form to the manager that is sponsoring the event (unless the form is completed by the manager)
- Route the form to the President's office for approval
- President's office will return the form to the requestor
- Steps 1 – 4 need to be followed even if a Blanket Purchase Order (BPO) has been established with a food vendor
- If expenses are expected to exceed $1,000 then a quote should be obtained and a requisition should be initiated
Important Note: President's approval is for the event. This does not indicate that the request will be funded by the President's Office. Funding is the responsibility of the requestor/manager.
Reimbursement Process or Payment for Food:
When the items are received, please follow the steps below:
- Gather all necessary documents for reimbursement or payment:
- Approved Business Meeting Meals Request Form
- Copy of Meeting Sign-in Sheet/ Outlook invite
- Copy of Agenda or Flyer (if applicable)
- Food Receipt/Invoice (itemized)
- GL Account (with the appropriate budget)
- Complete the appropriate reimbursement form:
- Request for Check, $50-$1,000 (payment to vendor or reimbursement to the employee)
- Petty Cash, less than $50 (reimbursement to the employee)
- Send the signed reimbursement form and supporting documents to Business Services for processing
- If a PO or BPO is established:
- Send signed/approved invoice to Accounts Payable at accounts.payable@sjeccd.edu
- All the documents listed in (1) above should be attached
- If the food was purchased on a procurement card:
- Attach all the documents listed in (1) above to the procurement report for the associated month to Business Services
Click here for Business Meals Request Form