Catering and Food

General Guidelines:

1. The Food & Beverage Expense Guidelines by Funding Source has detailed information catering: Meal Rates: $17.00 Breakfast, $25.00 Lunch and $69.00 Dinner. Meal allowance rates are inclusive of the gratuity.
2. Internal business meals in excess of meal rate limits are an exception and require completion of the appropriate exception approval.
3. A Purchase Order is required prior to the event.
4. P-cards should not be used for food purchases. Exceptions may be granted by procurement if the vendor is not available on WolfMart.
5. Stony Brook University is exempt from New York State and local sales tax. A tax-exempt certificate should be provided.
6. Plan ahead to for catering services. Submit a requisition at least two weeks prior to the event for a purchase order to be issued.
7. Attach the following to your requisition before the event: The vendor’s quote(s). Business purpose/event justification & List of Invitees.
8. When submitting your requisition (Service Request or Blanket Request) select the Buyer Commodity Code: Food/Grocery/Meeting Refreshments.
9. Delivery charges are acceptable.
10. The maximum allowable gratuity is 20%.
11. All orders over $2,500 require 3 quotes.
12. The Blanket Order Request form is for recurring catering events. Include the vendor’s catering menu, justification for each event, list of invitees, and how you arrived at the PO dollar amount (i.e. # of events, estimated spend).
13. Proof of liability insurance is required from eateries delivering food to campus for your event. Please give us time to obtain this from the vendor for your event.
14. Preference is to schedule meetings and events at campus meeting centers.
15. Bottled Water is discouraged. Please use Stony Brook Foundation funding to purchase bottled water.
16. Direct Billing is for Dining out only. Contact the dining establishment to determine if direct billing is available.
17. Payment for alcoholic beverages is not permitted. Refer to the Food & Beverage Expense for more information.
18. When food is delivered, ensure that someone is available to receive and sign for the food. Do not leave food unattended. Food can be tampered with or stolen.

CULINART STATE FUNDED CATERING PROCEDURE:

Campus departments that purchase from CulinArt using STATE FUNDS are not required to submit a WolfMart Service Request Form. Please follow the process below to place your orders:

1. Go to Catertrax – CulinArt’s on-line ordering system https://sbucatering.catertrax.com/
2. Include an event justification in the Catertrax “Order Name” field.
3. Under “Payment Information” enter STATE in the “Payment” field and enter your 8-digit account number in the “State Account” field.
4. Acknowledge having read both the CulinArt rules/requirements in Catertrax and the Stony Brook University Food Policy that includes the current per-person meal allowances rates.
5. Follow per diems outlined in the Food & Beverage Expense Guidelines by Funding Source.
6. Ensure your Catertrax order is finalized before the event and communicate all changes with CulinArt.
7. CulinArt will not leave food unattended. Someone is available to receive and sign for the food. 
8. If you have any questions or if you need a log-in for Catertrax please contact: Main Office: (631) 632-6522 | Email: SBUCatering@culinartinc.com

CULINART RF FUNDED CATERING PROCEDURE:

Campus departments that purchase from CulinArt using RF Sponsored or IDC Funds must order through WolfMart. Please follow the process below to place your orders:

1. Go to Catertrax – CulinArt’s on-line ordering system https://sbucatering.catertrax.com/
2. Once you have completed your on-line order a Catertrax Order Number will be generated.
3. Complete a Service request form requisition in WolfMart and attach the following:The Catertrax Order, Business purpose/event justification, and List of Invitees.
4. Communicate all changes with CulinArt and Procurement

PROCEDURES FOR STATE AND RF CATERING (OTHER THAN CULINART)

1. Catering services in excess of $2,500.00 requires 3 quotes when using NY State funds.
2. Follow per diems outlined in the Food Beverage Expense Guidelines by Funding Source.
3. The maximum gratuity is 20% and applied to the cost of the meal.
4. Deposits for State funded food purchase are discouraged. If it’s non-negotiable then leave 3-4 weeks to get the deposit from Accounts Payable.

Windows CATERING

1. State funded Windows Catering does not require a Purchase Order. Catering services in excess of $2,500.00 requires 3 quotes when using NY State funds.
2. RF catering requires a quote, list of invitees and the justification to get a Purchase order.
3. For Windows Catering information, visit Windows Catering.

PROCEDURES FOR DINING OUT

No purchase order required for Dining out for university business. Campus departments have two payment options:

1. The preferred method is direct vendor billing.  Please contact the dining establishment before dining out to determine if direct billing is available. After the event the department must submit a WolfMart Non-Encumbered Payment Form. Attach the vendor’s itemized invoice, business purpose/justification and list of attendees.
2. If direct billing is not available, personal funds may be used. To request for reimbursement, complete a paper purchase requisition PROC0065.Attach the vendor's itemized receipt, business purpose/justification and list of attendees and email to nonencumbered@stonybrook.edu

Buyer Code: Restaurant, Commodity Code: Catering

Furniture

 Ordering Information Using State or RF funds:

Submit separate requisitions by furniture manufacturers
Use a Service Request form
Select Buyer Commodity Code - Furniture: Office, Dormitory, Laboratory, Etc.

Who can you purchase furniture from? The hierarchy is:

• NYS Preferred source Corcraft catalog is located at: https://corcraft.ny.gov/ Please contact Orders.Corcraft@doccs.ny.gov or David.Decker@doccs.ny.gov or contact Procurement at 2-6071 to determine if a release is recommended.
• Office of General Services (OGS) holds dozens of furniture contracts with reputable manufacturers and dealers. The furniture is designed for commercial and educational use. You are not required to obtain three (3) quotes as this has already been bid out and is on contract
• Consortium’s, Minority or Woman Owned Business (MWBE’s), Service-Disabled Veterans (SDVOB) and SUNY Contracts have become widely accepted and can help expedite your furniture purchase.
• Open Market furniture requests over $2,500.00, you must obtain 3 quotes.

New York State Office of General Services (OGS) Furniture Contract

• Office Of General Services (OGS) contracts with deep discounts located at: https://online.ogs.ny.gov/purchase/spg/pdfdocs/2091523295ContractorInfo.pdf
• Each contracted manufacturer has a separate list of dealers
• Furniture is not returnable as it is custom made
• There are quick ship items available. Please request quick ship if it is needed quickly

Prevailing wage

Prevailing Wage is required for all items being bolted or screwed to the building including for example: White Boards, Bulletin Boards and Displays.

Surplus

Surplus furniture inventory may be available for you to use. Please contact Property Control at ext. 2-6306 to inquire about surplus inventory. If you have surplus furniture, contact Property Control to arrange for pick up.

State property must be returned to the state not discarded.

Furniture Supplier Information