Human Resources – FCPS Page 2 July 28, 2010
November 6, 2013
MEMO
From: English Department Business Office
Re: Local Hosting reminders:
Please note that local hosting is anything food or drink related in MD. The following reminders and instructions apply to anything to be ultimately paid for by the University through English Department accounts.
1. Contracts
All contracts must be signed by Procurement or Business Services. Do not sign catering or any other contracts. Please send them to the Business Office for the correct signatures.
2. Catering
In order for the department to purchase food directly from a local restaurant or caterer,the event organizer should place the order with the restaurant and turn in the Local Hosting form to Business Office at least three business days before the event. The Business Office will subsequently call with payment information, most likely on the day of the event itself. When the order is fulfilled, please be certain to obtain an itemized receipt, then return both this receipt and a sign-in sheet (or list of attendees) to the Business Office.
Please note that all catering purchased directly by the department must be from an approved vendor. If you prefer another restaurant or service, you should purchase this upfront and apply for reimbursement after the fact. The list of approved vendors and the Local Hosting form can both be found on the English website under Administration/Business and Travel Forms:
3. Off-site Dining
In order for the department to directly purchase dining at a restaurant, the event organizer should fill out a Local Hosting form at least one week before the event.
Please note that all off-site dining purchased directly by the department must be from an approved vendor. If you prefer another restaurant or service, you should purchase this upfront and apply for reimbursement after the fact. The list of approved vendors and the Local Hosting form can both be found on the English website under Administration/Business and Travel Forms:
4. Reimbursements
In order to be reimbursed for anything paid for out-of-pocket with regard to departmental events, the purchaser must complete and sign a Miscellaneous Payment Request Form and submit it to the Business Office after the event. An original signature on a hard copy form is required. Please attach original itemized receipts, proof of payment (when not included on itemized receipts), and a list of attendees (or, if a public event, the event announcement). The Miscellaneous Payment Request Form can be found on the English website under Administration/Business and Travel Forms:
Please note that alcohol cannot be reimbursed through this process (see #5 below.)
Also note that non-Pepsi beverages cannot be reimbursed at all. This includes all waters, juices, sodas, pre-made coffee drinks, sports drinks, etc. Acceptable Pepsi brands include Aquafina, Tropicana, Seattle’s Best, Starbucks, Lipton, SoBe, Tazo, Izze Sparkling, Ocean Spray, Naked Juice, Gatorade, and Propel. See the English department’s Business Office web page (under “Local Hosting, Reimbursement, and Travel Forms” for a complete list.)
5. Alcohol
A number of legal requirements make it difficult to serve alcohol at department-sponsored conferences, receptions, gatherings, or other events. If the event is open to the general campus community or to the public, or if conference fees are charged, then alcohol can ONLY be served by a licensed caterer. If the event is closed to all except the sponsoring group and specifically invited guests, then sponsors may serve alcohol themselves and be reimbursed under specific conditions. Please contact the Business Office for a list of these conditions before making plans to serve any alcohol at an event. Event budgets are charged for alcohol purchases, but all alcohol must be paid for separately from other charges and reimbursed through Foundation funds. At meals with visiting speakers and faculty recruitment candidates, alcohol can be reimbursed, so long as it is charged separately from other items.
In order to be reimbursed for alcohol purchased under approved circumstances, please complete a Foundation Reimbursement Form and submit it to the Business Office after the event. Please attach original itemized receipts, proof of payment (when not included on itemized receipts), a list of attendees, and a photocopy of the credit or debit card used in the transaction (you may redact all but the last 4 digits on the photocopy.) The Foundation Reimbursement Form can be found on the English website under Administration/Business and Travel Forms: