Catering and Food - L&S
Catering Services
Catering services involve food prepared, transported and served by the caterer's employees on property owned or facilities used by the university. Catering does not include pizza, pre-packaged box lunches, sandwiches, cheese trays, cookies, fruit or similar items. Delivery of prepared food items (Ian's Pizza, Panera, etc.) with no additional service is not catering.
For on campus catering, Wisconsin Union Catering and University Housing Catering must be contacted to see if they are able to cater the event. If neither the Union nor Housing can cater the event, another caterer may be contacted. Departments must include documentation that neither the Union or Housing was able to fulfill the request.
A Certificate of Insurance must be obtained. Additionally, if a non UW-caterer is providing services on campus, they must be licensed by the City of Madison. Obtaining the proper proofs of insurance coverage and licensing can take 3-6 weeks; therefore, Purchasing must have your requisition at least 6 weeks before the date of the event. More information on caterer requirements can be found in Policy UW-3049.
If you choose to contract with a campus caterer (Wisconsin Unions, Residence Halls, or UW Hospitals Food Services) please use a funding string for payment; Purchasing does not become involved in these transactions and proofs of insurance coverage and licensing are not required.
Individual meals are subject to the meal maximums as set forth by UW Madison and stated in UW Policy 3039.
Hosted, catered meals are also subject to the meal maximums set by the UW System Travel Regulations, and/or the L&S Dean's Office. Any individual, hosted, catered meals exceeding these limits may be approved for reimbursement through UW Foundation funds by working with your Dean's Office.
The university has established a $12 per person limit on reception/refreshment costs. Requests for payment of reception/refreshment costs must include approval of the department chair or director, a statement or document which substantiates the official business relatedness of the reception, the number of people attending, and original invoices/receipts showing the amount to be paid or reimbursed. Any individual, hosted, catered meals exceeding these limits may be approved for reimbursement through UW Foundation funds by working with your Dean's Office.
Food not Catered or Purchased in a Fully Prepared State
Per the UW-3049 Catering Policy, “Purchasing the ingredients for a meal, prepared by an individual who is not a licensed restaurant and/or catering operation, is not reimbursable through the University, since there is no way to determine the qualifications of the cook nor the sanitation of the kitchen. Events held in private homes must utilize prepackaged foods, a licensed restaurant, and/or catering operation.”
Please be aware that you may not purchase items from a grocery store that need any additional preparation, including items that need to be washed. The property owner/event organizer is responsible for the safety of the food after delivery, including food handling and temperature control. Food Safety information can be found on the Environmental, Health & Safety Division’s website.
For situations where it is not possible to cater meals or receive prepared food from a restaurant, such as in remote locations, contact Michele Gundrum, Business Services Director.