This Off-Campus Catering FAQ provides answers to common questions about purchasing food, beverages, and catering services for university events. Whether you're planning a meeting, hosting a campus event, or ordering refreshments, these answers will help you understand the policies, procedures, and best practices involved. Check back regularly, as FAQs are updated frequently to ensure you have the most current information.
Off-Campus Catering FAQs
Departments may engage off-campus catering vendors for events with a total catering cost (including delivery fees, service charges, paper goods and gratuity) of up to $2,000 without submitting an exception request.
Yes. Off-campus catering is permitted for events that fall under allowable categories such as:
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University-wide or Academic/Recruitment Functions
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Light Refreshments
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Conferencing/Event Meals
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Student Involvement/Activities
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Advancement/Foundation-Sponsored Events
Food and beverage provided to SCSU guests such as job candidates, visiting scholars, or donors or as an essential or important part of a conference or workshop conducted by SCSU further its business or mission. Business meals involving faculty and staff or students, including group meals, should have a business purpose such as multiple departments for a substantial meeting or when stopping the meeting to allow time for a meal would be disruptive or inconvenient.
A business meal requires prior approval through the appropriate process and is subject to the following guidelines:
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Maximum allowable expense is $50 per person, inclusive of tax and tip.
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A list of attendees must be maintained and submitted to Procurement with pre-approval and attached at the point of reconciliation if purchased using a P-Card.
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For search committee meals, the maximum number of attendees is four, excluding the candidate(s).
The following expenses are not permitted:
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Expenses primarily intended to boost morale of a social/personal nature (e.g., office parties, birthday cakes, holiday gatherings).
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Exception: Events for student employee recognition are permitted but must be pre-approved through the appropriate process.
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Alcoholic beverages or alcoholic service, unless explicitly permitted.
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Employee meals, unless tied to a qualifying purpose under “allowable expenses.”
Grocery Purchases: Items such as fruit/vegetable trays from a grocery store, bottled beverages (must be brand consistent with the university beverage contract—currently Coca-Cola), or pre-packaged snacks may be purchased as “grocery” items. These do not require insurance, licensing, or food safety certifications since they are prepackaged and do not involve service.
Catering Purchases: When a vendor (including grocery catering or similar providers) delivers or serves prepared food for a university event, the purchase is considered catering.
Sales tax exemption may apply to catering services. Departments must notify Procurement at least three weeks in advance to obtain tax exemption forms.
Gratuity or service charges should not exceed 20% of the total food and beverage cost (before tax). When arranging catering services, departments should review quotes and invoices carefully to ensure that the gratuity rate is within this allowable limit.
Paper goods (plates, napkins, cups, utensils) for catering events may be purchased through retail stores, university-approved suppliers, or office supply vendors.
Catering purchases from retail or storefront vendors do not require health documentation. Catering purchases from non-storefront vendors (e.g. food trucks, ghost kitchen, home-based caterers) do require health documentation and approval.
Yes. Only Coca-Cola products are permitted. A list of eligible coke products is available to avoid accidental purchases.
To identify optimal delivery locations, please refer to the SCSU Campus Map. This resource provides detailed information on building entrances, parking areas, and accessible routes. For events requiring specific accommodations or access considerations, consult with the Office of Conferencing, Events, and Student Affairs Auxiliaries to ensure appropriate arrangements.
If your event involves catering deliveries that will occupy a parking lot or may block access to building entrances, it is essential to notify the University Police Department in advance. This ensures that appropriate measures are taken to manage traffic flow and maintain safety on campus.
Information regarding Sodexo Catering Ordering, insurance and licensing requirements, food safety for external and on-site catering, and mobile food vendors is available on the Conferencing and Events Website