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UW - Risk Management Policy on Catering
Catering services involve food prepared, transported and served by the caterer's employees on property owned or facilities used by the university.
Catering services that cost $5,000 or more are considered high risk services and have specific insurance requirements when contracting with an outside vendor. A Certificate of Insurance must be filed with the Office of Risk Management before the purchase order is issued. 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.
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.