REQUEST FOR APPROVAL OF SPECIAL MEAL

Transcription

1 SOWELA Technical Community College Business Office 3820 Senator J. Bennett Johnston Ave REQUEST FOR APPROVAL OF SPECIAL MEAL Request Date: Please submit one request per meal served 1 Host (Group/Individual) 2 Host s Department 3 Contact Name 4 Contact Phone Contact 5 Event Date Event Time 6 Event Location 7 Event Name 8 Purpose of Event and Benefit to the State Culinary School Catered Event (Should be specific to event) Per Person Amount* Yes No Caterer Name Additional Costs (Please attach itemized support) Estimated Cost of Event # of Guests** Total Cost Approvals Signature Title Date Requesting Dept. Chancellor *Meal amount should follow PPM 49 guidelines. Copy of quote should be provided by caterer for requesting department to calculate. If the amount exceeds the state allowance, the difference should be paid with appropriate private or foundation funds. **Guest list template provided. Please fill out all pertaining event and attendee information including attendee name, signature, affiliation and title. Additional Notes: 1.) Itemized Receipt is required listing all items provided once event has taken place. Please do not provide basic credit card receipt with only total. 2.) Reimbursement for alcohol on University Funds is prohibited. 3.) The use of LaCarte card to purchase alcohol is prohibited. 4.) Hover on input for quick instructions

2 SOWELA Technical Community College Business Office 3820 Senator J. Bennett Johnston Ave Request for Approval of Special Meals Instructions The Request Form should be completed by the requesting department, approved and provided to the Business Office at least 2 weeks prior to the event. The Request Form should be attached to the invoice/expense report for review prior to being processed. If the special meal is not in compliance, the department will be contacted to discuss how the invoice/expense report will be handled. For College guests, only one special meal will be reimbursed at the special meal rate allowance. If multiple meals must be provided for a guest, the subsequent meals will be reimbursed at the per diem rate for the guest only and there is no reimbursement provision for employees attending the subsequent meal, including the host employee. The number of employees attending the special meal should be kept at a minimum. Row: 1 10 Fill out input lines with all information for the special meal request. The purpose of the event should be thorough describing how it is in the best interest of the school and the state. (Row 9) Events catered by SOWELA s culinary department, The Landing, should be marked Yes while all other caterers should be marked No A different Purchase Requisition number should be assigned to each specific event. This request only asks for the number to be assigned for ease of tracking, the actual requisition will be turned in once meal is complete along with an itemized receipt (not a credit card receipt) from the vendor and the provided sign in sheet. 11 Estimated cost of the event should be within reason and within PPM 49 Guidelines S1509 Special Meals. Please calculate the cost per attendee based upon the quoted catered price. If the meal exceeds the state allowance (PPM 49 Pocket Guide), the overage must be paid with private or foundation funds. Alcoholic beverages are prohibited.

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