Business Services Toolbox

 

Useful Links & Forms

Procedures

Approval Process for Business Meetings and Events With Food

Before acquiring food for a campus event or function, please follow the steps below:

  1. Complete the Business Meals Request Form (opens in new tab).
  2. Route the completed form to the manager sponsoring the event (unless the form is completed by the manager).
  3. Route the form to the President’s office for approval.
  4. The President’s office will return the form to the requestor.
  5. Steps 1–4 must be followed even if a Blanket Purchase Order (BPO) has been established with a food vendor.
  6. If expenses are expected to exceed $1,000, obtain a quote and initiate a requisition.

Important Note: President’s approval is for the event only. This does not indicate that the request will be funded by the President’s Office. Funding is the responsibility of the requestor/manager.

Reimbursement Process or Payment for Food

When the items are received, please follow the steps below:

  1. Gather all necessary documents for reimbursement or payment:
    1. Approved Business Meals Request Form
    2. Copy of meeting sign-in sheet or Outlook invite
    3. Copy of agenda or flyer (if applicable)
    4. Food receipt/invoice (itemized)
    5. GL Account (with the appropriate budget)
  2. Complete the appropriate reimbursement form:
    1. Request for Check, $50–$1,000 (payment to vendor or reimbursement to the employee)
    2. Petty Cash, less than $50 (reimbursement to the employee)
    3. Send the signed reimbursement form and supporting documents to Business Services for processing.
  3. If a PO or BPO is established:
    1. Send the signed and approved invoice to Accounts Payable at accounts.payable@sjeccd.edu.
    2. Attach all documents listed in step 1 above.
  4. If food was purchased on a procurement card:
    1. Attach all documents listed in step 1 above to the procurement report for the associated month and submit to Business Services.

Open the Business Meals Request Form (opens in new tab)

Department Contacts