The Office of Risk Management no longer accepts or maintains vendor/supplier (Supplier) certificates of insurance.
Effective with the May 9, 2022 launch of the ShopUW+ Supplier Manager Function, Supplier certificates of insurance are now managed through ShopUW+ via the Jaggaer Supplier Portal, which allows Suppliers to upload their own certificates of insurance and other information in a secured environment to expedite transaction and payment processing.
Shoppers are no longer required to inquire with Risk Management on the status of a Supplier’s insurance certificate information. When shopping in ShopUW+ for a Supplier product or to make a purchase, if a Supplier is “Active” for purchasing in ShopUW+, they are considered an approved Supplier.
You may direct Suppliers to upload their own Certificates of Insurance through the Jagger Supplier Portal. If you have insurance certificates to be attached to the supplier record, or if you want to purchase from a Supplier that is “Inactive” in ShopUW+, you will need to submit a Supplier Change Request (PDF) through ShopUW+. Email SupplierFile@bussvc.wisc.edu for help.
For more information:Certificates of Insurance Program
Catering Type | Description | Allowable Expenses | In State | Out of State | Reimbursement Info |
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Hosted Meals | A hosted meal is considered any meal conducted during meal-time hours | Reasonable food and beverage costs Service charges Gratuity *Alcohol NOT included. |
$20/person - breakfast $21/person - lunch $35/person - dinner *Gratuity and tax are included in the calculation of per person cost (should try to have taxes removed) |
$23/person - breakfast $24/person - lunch $43/person - dinner *Gratuity and tax are included in the calculation of per person cost |
Hosted Meals Checklist |
Receptions | A reception is considered any gathering of individuals that may not have a specific agenda or time frame. The purpose must be related to promoting the mission of the hosting department. | Reasonable food and beverage costs Reception room costs Service charges Gratuity *Alcohol NOT included. |
Reception Checklist | ||
Refreshments | Refreshments include any food or drinks consumed during meeting breaks, events, seminars, receptions, etc. | Limited to one break each morning and afternoon (no food items allowed at morning break if breakfast is provided) Small food items Non-alcoholic beverages (coffee, tea, soft drinks) |
No more than $12 per person* per break *gratuity and tax are included in the calculation of per person cost (should try to have taxes removed) |
No more than $15 per person* per break *gratuity and tax are included in the calculation of per person cost (should try to have taxes removed) |
Refreshments Checklist |
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Alcohol is not an allowable UW Madison expense. Alcohol must be paid directly by UW Foundation. See UW-Madison policy on Alcohol Beverage Regulations.
The following highlights a few key policy and procedural issues related to providing alcohol at events or purchasing at meals.
If possible, reimbursements and payments are simplified if alcohol is billed separately from the food purchase.
Alcohol at Hosted Meal | These are typically conducted for faculty and staff recruitments, for visiting scholars, or for development purposes. Please note that the UW-Foundation has a limit $50 per person for alcohol. Do not pay for the alcohol with a UW Purchasing Card. |
Alcohol at On-Campus Event | Contact Wisconsin Union Catering or University Housing Catering first. If they are unavailable, alcohol servers must obtain an Alcohol Beverage Service permit and take required training. |
Alcohol at Off-Campus Event | It is recommended that you request that the vendor provide a separate invoice for the alcohol expenses. It is not necessary but it will simplify the payment process. Do not pay for the alcohol with a UW Purchasing Card. |
Keywords | catering, event, maximum rates, alcohol, tips, restaurants, insurance certificate, tax, food, prepared, high-risk insurance, Wisconsin Union Catering, University Housing Catering, serving, gratuity, beverages, lunch, meal, breakfast, hosted meals, receptions, refreshments, official functions | Doc ID | 105723 |
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Owner | Angela O. | Group | School of Human Ecology |
Created | 2020-09-09 14:54 CST | Updated | 2023-05-30 13:17 CST |
Sites | School of Human Ecology | ||
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