University of Washington Tacoma, Education Program

FOOD REQUEST PRE-AUTHORIZATION and ORDERING FORM

All food requests, including those for using grant funds, MUST be pre-approved. Requests for refreshments must be received at least two weeks in advance of event date; a minimum of three weeks is preferred for meals. Late requests may not be approved by campus units.

1. Sponsoring Faculty Contact Information

Name / Phone Number/Email

2. Event Details

Event/Meeting Name / Location of Event
Note: Room reservations are the responsibility of the sponsor
Date of Event / Approximate Time of Event
From To
Purpose/type of event (check one):
Meeting (Official UW business will be conducted; meals/light refreshments are integral to the event.)
Training (Official UW business will be conducted; meals/light refreshments are integral to the event.)
Recognition (Light refreshments are integral to recognition of UW employees/students.)
Justification: Please include explanation of why meals or refreshments are integral to the event. / Budget Name(s)
Budget Number(s)
Total number of invitees / Expected number of attendees
Meals (food)
Non-alcoholic beverages
Refreshments
Other (please explain):
Total request
Estimated Costs*:
*The total cost per meal (food and beverages) may not exceed the applicable per diem, including tax and gratuity, for the location in which the meal is served.
* The allowable per diem for refreshments (food and beverages) is $3.00/attendee. / Please describe type of foods you would like us to order for your event:
Meals: please describe (hot/cold; boxed; specific caterers or vendors)
Beverages: (water, soda, juices, coffee, tea, etc.)
Refreshments: (fresh fruit, pastries, granola bars, nuts, etc.)

3. Statement of Responsibility

Post-event, I will turn in a list of attendees or sign-in sheet AND an event flyer or agenda.

I understand that if I make arrangements to purchase food myself for reimbursement, I will only be reimbursed for the pre-authorized amount.

Faculty Signature & Date______Print Name ______

4. Approval Signatures

Supervisor Signature & Date ______Print Name ______

P.I. Signature & Date

(if using grant budget) ______Print Name ______

Last Updated 6-26-2013