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Food Purchasing Guidelines

This page contains guidelines set forth in the IPFW Comptroller's memorandum of 19 April 2004. This memo offers guidelines for the purchase of food and beverage services. It also provides a list of activities not covered by the university's hospitality policy that are nonetheless allowable from university funds.

The most noteworthy change in procedure is that food and beverage services are no longer submitted on a requisition to the Purchasing department. Event planners should make their own arrangements in consultation with their business manager or Financial Affairs liaison.

Event	Allowable Source of Funds
Student Orientation & Registration (SOAR) days	2201XXXX, 22100000
Emergency food/beverage service to physical plan employees during periods of campus shut-downs or emergencies	General and other funds as appropriate
Food purchased for resale by authorized university operations (e.g. Athletics concessions)	2206XXXX, 2207XXXX
Food items provided to children at the child care center	Child Care Center
Food service in conjunction with Continuing Studies programs, provided the cost os covered by participant registration fees or other non-university support	2210XXXX
Food service for student activities and athletics as allowed under a separate policy	2207XXXX
Food allowance for university faculty and staff under approved travel regulations	General and other funds as appropriate
Food service as allowed from grant/contract funds	SPS funds
Food and beverage services at Athletic special events, e.g. golf outings, fundraisers	designated health & recreation funds
Food samples for demonstrations at Wellness Program events	Wellness general funds
Math and Science Camp participant meals	22100000
ETCS InSITE programs such as F.I.R.S.T. Lego League, Regional Future Cities competition, etc.	designated 22XXXXXX funds
CSSAC/ASC service recognition luncheons	22100000
School/Department ceremonies, honors banquets, etc., where attendees are charged a meal or admission fee	22100000

Note that these types of events by definition do not meet the requirements of the hospitality policy. As unqualified events, no expenses of these events will be treated as hospitality. The events are expected to pay for themselves, through admissions, sponsorships or other allowable funding.

Disclaimer

The information contained on this site is based on official Purdue University policy as promulgated through the Purdue University Business Procedures Manual (BPM). TheBPM is available only in HTML format at http://www.purdue.edu/bpm/BPM/. The IPFW Accounting Services Web Site comprises the essential content of the Business Procedures Manual, with certain adaptation for situations unique to the Fort Wayne Campus. While every effort has been made to be consistent and accurate, erroneous information may appear. The presence of erroneous information on this web site in no way changes official University policy nor relieves University employees of their responsibility to act in accordance with University Policy.