Event Coordinator’s Network

Policies and Best Practices in Catering,

Meeting & Event Procurement

Willie M. Palmer & Sharon JacksonBusiness Services

8/7/2013

AGENDA

• What is new?

• Best Practices: Catering /Hotel contracts

• Contract Approval/ Requisition process

• How to Make Payments

WHAT IS NEW FOR FY14?

• E-Verify Certification Requirement for all service orders $2,500 and over

• Restricted use of PCard for Food/Group meal expenses that are not in compliance with state policy

NEW E-VERIFY REQUIREMENTS

• What is E-Verify? Effective July 1, 2013, State law requires vendors who provide any physical performance of labor or services $2,500 and over to a public employer to complete an E-Verify affidavit, before the services are procured.

• E-Verify Requirements• All GT contract caterers currently have or are in the

process of providing an e-Verify affidavit on file• All other caterers must have an e-Verify affidavit on

file

NEW E-VERIFY REQUIREMENTS

• http://www.procurement.gatech.edu/E-Verify

NEW E-VERIFY REQUIREMENTS

TYPES OF PHYSICAL PERFORMANCE OF SERVICES

CATERING POLICIES

• On GT Property– GT Catering (Sodexo) is the primary caterer with

exclusive rights for the Student Center– Secondary On Campus Catering Contracts– Technology Square Restaurants– Catering contract exceptions information can be found

at http://www.studentcenter.gatech.edu/catering/Pages/default.aspx

AUTHORIZED GT CATERERS

• LIST OF SECONDARY CATERERS FOR ON-CAMPUS EVENTS

CATERING CONTRACTS

• Off Campus Events (not with Hotel/ Conferences)

– Preference is to use contracted caterers– E-Verify requirement for non-contracted caterers

• Direct the non-contract caterer to our website and so they can complete the E-verify affidavit and send to you. http://www.procurement.gatech.edu/E-Verify

• Attach the completed affidavit along with the quote to the BuzzMart requisition

– Need three (3) quotes if not using GT contract caterer and if >$10k

HOTEL/CONFERENCE CONTRACTS

• Who can I use?

• GT Hotel preferred vendor

• Conferences/ Hotels are an exempt category, but you should get multiple proposals

• GLC is an internal agreement and does not require Purchasing approval. Payment via JE.

CONTRACTING ITEMS TO WATCH FOR

• Down payments– Try to limit or eliminate these. The GT contract

obligates payment.

• A/V equipment and conference rooms– Many hotels will include these at no charge

• Attrition / Room block– This is a reduction in the number of guaranteed

rooms. Most hotel contracts have them but they vary greatly on when the penalties kick in

CONTRACTING ITEMS TO WATCH FOR

• Guaranteed Revenue– Typically will include Food and Beverage income

• Cancellation penalties– Like attrition, these vary greatly from one hotel to

another.• Payment terms

– Net 30 days unless otherwise agreed to in contract• Need to consider/ negotiate these in selection• GT Purchasing will not negotiate these items but will

point out things you need to be aware of• If you have questions, let us know

PURCHASING RULES

• Follow the Georgia Procurement Manual and DOAS (State Purchasing) rules– Less than $10k at the discretion of the requestor– Greater than $10k quotes should be documented– Greater than $25k should follow DOAS Purchasing

Bidding Rules– Event Planners are not exempt– Hotels and Conferences (and associated catering) is

exempt from bid process requirements– Best Practice: Solicit multiple quotes when selecting

Hotels

ENTERING A REQUISITION

• Use of Buzzmart (i.e. creation of a PO) for Events is

required for all orders $2,500 and over

– Attach contract for signature to requisition

– Complete Vendor Profile Form for all new vendors

– Obtain and attach E-verify affidavit if it is a new

vendor or if the vendor does not have the orange

asterisk in Buzzmart

PURCHASING ORDER/CONTRACT PROCESS

• Event planners can sign catering order requests with GT contract vendors for events only

• For orders $2,500 and over, enter a requisition in BuzzMart and attach the quote and any other supporting documentation.

• All vendor contracts other than GT contract vendors must be signed by a contracting officer in Business Services or other authorized delegated approver.

• Sent contracts for signature to purchasing.ask@business.gatech.edu for non-contract vendor catering agreements less than $2,500 or other special contacts that require signature.

The agreement or contract is in place,

The event was a success,

Time to make the Payment!

PAYMENT PROCESSING-VENDOR INVOICES

• Vendor invoices for hotels/conference events should always reference the GT PO# and be sent directly to Accounts Payable– Email to apinvoices@gatech.edu

• Standard payment terms are net 30 days (from invoice date), unless alternate payment terms are negotiated with the PO contract

• A ‘Receipt’ must be entered in BuzzMart for all POs $3,000 and over

PAYMENT PROCESSING-AP PAYMENT REQ FORM

• Option to use the AP Payment Request Form for group meals and catering invoices less than $2500 to facilitate the attachment of all required documentation

• Employees should never use personal funds to make payment to a caterer or conference center. All payments must be made directly to the vendor to ensure compliance with IRS and state reporting requirements.

ADVANCES AND DOWN PAYMENTS

• Where required by the contract, down payments can be processed prior to the event by submission of an invoice to Accounts Payable.

• Accounts Payable cannot make payment from attachments to a requisition. The payment is initiated by an invoice submitted by the vendor.

FOOD/GROUP MEAL POLICY REMINDERS

• The Food/Group Meal Event Documentation Form is required for all payments made through the Institute– Pcard– Invoice– Check Request Form

– Meal Per Diem limits are imposed for most state- fundedevents. (Excludes FDN and Prof Ed Conference Funds)

REVISED FOOD/GROUP MEAL DOC FORM

FOOD/GROUP MEAL PROCUREMENT GRID

• http://www.procurement.gatech.edu/purchasing/food-policy

PCARD POLICY CHANGES, EFFECTIVE 8/1

• Snacks, bottled water, beverage service cannot be paid for using the PCard

• The PCard can still be used for any event that strictly complies with the state food/group meal policy– Per diem limits– Meeting length requirements (for employee

meetings)– New Procurement Grid and policiesposted to Business Services website.

LOCAL STAFF WORKSHOPS/CONFERENCES

BEST PRACTICE• All-Inclusive Meeting/Event Per-Person cost can cover

all expenses related to meetings.

• PO and Invoice line item example:8/15-8/16/13 All-inclusive meeting package

32 attendees @ $209/person= $6688.00NOT

32 rooms @ $109 32 daily meals @$100

LOCAL STAFF WORKSHOPS/CONFERENCES

If meals and/or lodging are itemized, all state travel regulations are imposed and travelers pay individually and seek reimbursement via the T&E System– $7/$9/$20=$36 for Atlanta, Savannah, Brunswick, Augusta– $6/$7/$15-$27 for non-high cost locations– 1st/last day of conference, only 75% of meal per diem– Employees must be 50+ miles from home and GT headquarters

Special exception, Travel policy 6.14, allows event coordinator to claim meals/lodging within 50 miles, if approved prior to the event. (Send to Frans Barends, Sr, Director Business Services and ‘cc’ Sharon Jackson)

SALES TAX

• Payments processed through GT Accounts Payable are tax-exempt in Georgia. AP will deduct sales tax if invoiced.

• Payments processed through the GT Foundation are not exempt from Georgia sales/use tax.

• Important Tip: Please let your caterer know if GT will be processing payment, so that sales taxes can be deducted prior to invoice creation.

FOUNDATION FUNDED-EVENTS

• Events with the following primary business purpose must be processed directly through the GT Foundation:

• Holiday parties/luncheons• Retirements and ‘Going Away’ events

• Any alcohol (other than PE and participant-paid conferences)

• ‘Extraordinary’ events• Staff retreats that exceed meal per diems or that include

family members or recreational activities

• Business meetings, conferences, student activities, and advisory board activities can be processed through GT AP using Foundation Funds.

Questions

General purchasing questions: purchasing.ask@business.gatech.eduPayment questions: ap.ask@business.gatech.edu

Business Services website: http://www.procurement.gatech.edu/