Planning for a meal for a group of students

How to plan and pay for a meal for your CP125 class

General

  1. For ANY type of meal you need to follow documentation rules for purchasing meals.  Please review the Events Meals Form: http://www.bussvc.wisc.edu/acct/forms/Event%20Meal%20Payment%20Form.pdf
  2. As a University Entity, we are tax exempt.  If using a departmental credit card we need to attempt to get tax exemption on the purchase. The UW's Tax Exempt number is ES40706, some companies require documentation - here is link to UW's Tax Exempt documentation: https://www.busserv.wisc.edu/purch/TaxCertificate.pdf
  3. Many merchants will refuse to remove taxes from purchases made with personal funds, OSTFE will reimburse any taxes, as well as delivery fees and reasonable tips to food delivery staff that you incurred.
  4. Please work with Carol Pope in the Office of Student Transition & Family Engagement for food ordering logistical assistance or reimbursements for your event or class
Name Carol Pope
E-mail carol.pope@wisc.edu
Phone (608) 263-6951
UnitCENTER FIRST YEAR EXPERIENCE
Mailing address 155 Middleton Building
1305 Linden Dr
Madison, WI 53706

I.     Delivery of Meals

A.     If you have a departmental credit card.  Events Meals Form and all original receipts need to be kept with your departmental credit card records. Course Coordinator will need to know amount, but forwarding copies of attendance, agenda and receipts is not necessary. Note the rules for event meals require a detailed, itemized receipt when contacting a food deliver ask them specifically for this to be included with delivery

1.    Ask your financial person would be willing to work with me to change the funding string to ours after the purchase. It is a simple process, but it is a bit time sensitive in that changing the funding string has to happen in the bi-weekly cycle for your credit card.  
2.    Use your departmental card and non-salary cost transfer can be submitted later to reimburse your department for the funds spent by your department.

B.    If you don't have a CC to use or your financial person is uncomfortable with being involved.  Events Meals Form and all original receipts need to be kept with OSTFE. You to provide OSTFE Office Manager attendance, agenda and receipts.

1.    If you are ordering food through the Union or Housing I can provide our funding string to the on-campus caterer before the event or you can provide my information to them and ask they direct billing matters to me.  
2.    If you want  an off campus food deliverer we could use one of our department's credit cards
a.    You could send me the details and I could be the person who contacts the food providers – you lose flexibility to make last minute changes in time for delivery and/or menu
b. I loan you one of OSTFE’s credit card – note the rules for event meals required a detailed, Itemized receipt when contacting them ask them specifically for this to be included with delivery

C.    If you didn’t plan ahead or want to remain flexible. Events Meals Form and all original receipts need to be kept with OSTFE. Provide list of attendees, agenda and receipts.

1.    Use your own CC, cash or check and work with Carol Pope after the event to complete a Expense Report through the Employee Financial Resources widget of your MyUW

II.    Pre-ordering and picking up food:  

A.    The Union offers a pre-order & pick up option; if you class meets in or near Grainger, Ingraham or Education this option might work for you.  
2.    To place order as a tax exempt entity the order needs to be placed with Central Reservations at 262- 2511 & prepaid with funding string
3.    Contact Carol Pope to place order or to get funding string for purchase.

III.    Dining out. 

Remember to use every-day common sense about dining with a large group, contacting restaurant ahead of time, making a reservation, ensuring people with dietary limitations have options available to them.  Also, if the group members are ordering on their own you need to make sure they don’t overspend the amounts set by the State as well as the budget limitations set for the class.

A.    If you have a departmental credit card.  Events Meals Form and all original receipts need to be kept with your departmental credit card records. Course Coordinator will need to know amount, but forwarding copies of attendance, agenda and receipts is not necessary. Note the rules for event meals required a detailed, itemized receipt when contacting a food deliver ask them specifically for this to be included with delivery

1.    Ask your financial person would be willing to work with me to change the funding string to ours after the purchase. It is a simple process, but it is a bit time sensitive in that changing the funding string has to happen in the bi-weekly cycle for your credit card.  
2. Use your departmental card and a interdepartmental billing form can be submitted to Business Services later to reimburse your department for the funds spent my your department.

B.    If you don't have a CC to use or your financial person is uncomfortable with being involved. Events Meals Form and all original receipts need to be kept with OSTFE. I will need you to provide me attendance, agenda and receipts.

1.    Arrange to borrow one of OSTFE’s credit cards.  You would need to make sure the restaurant knows ahead of time you'd be using one of our cards and is ok with the arrangement, so we wouldn’t have them refuse the card since it’s not in your name. – note the rules for event meals required a detailed, Itemized receipt please ask them specifically for this when you are ordering
2.    Use your own CC, cash or check and work with me after the event to complete an 

Appendix Reimbursement procedures for purchases made for your class

A.    

  1. Login into your my UW-Madison, scroll to the bottom and click on the Add More to Home tile, with the + icon.

  2. In the search field enter Employee Financial Resources and launch it

  3. Click the Expense Reimbursement Website and Log In bullet

  4. Scroll down the Getting Reimbursed website until you see the radio buttons at the bottom, click on the Access E-Reimbursement button

  5. You will now be on your homepage, click the Expense WorkCenter tile

  6.  Click the Delegate Entry Authority link in the links panel along the left side.

  7.  Click the plus sign to add an additional row

  8. Enter the Alternate’s employee ID number in the Authorized User ID field (00063765 is the User ID for Carol Pope). If you do not know the employee ID, click the magnifying glass next to the blank field, then click on Advanced Lookup.  Enter the Alternate’s last name in the Description field.  Locate the alternate and click on their name.

  9. The Authorization Level should be “Edit”. If an employee chooses “Edit & Submit”, it will revert to “Edit”.

  10. Click Save.

 

B.   Carol can enter the purchase you made and get you reimbursed.
For her to enter the information she will need:
1.    Date(s) of Purchase(s)
2. Place(s) you made purchase(s); if more than one location I need a list of how much was spent at each place.
3. Amount spent – including any tip you paid for delivery.
4. Time and date of the class/meeting.
5. Purpose of the meeting – i.e. was it a regular class meeting, review session, training session, etc.
6.    Once Carol enters the transaction you will receive an e-mail through the system that you need to look through – basically you need select the link in the e-mail, review the entries to make sure they are correct.

C.    Your money will be reimbursed by a deposit into the account you set up for your payroll.

D.    You will need to get the Carol Pope the receipt with a list of the event attendees and the purpose of the meeting (i.e. meeting of section XXX of CP125 class, discussion of topic y, or training activity discussing topic z) The explanation doesn’t need to be too complex, should there ever be an audit they want some verification that the purchase was for the purpose you described


Keywords:
CP125, paying for a meal, Instructor information 
Doc ID:
23781
Owned by:
Carol P. in OSTFE
Created:
2012-04-13
Updated:
2024-05-02
Sites:
Office of Student Transition & Family Engagement