Meeting w/ Food & contract required

Owned by Aaron Wilson
Last updated: Mar 05, 2024 by Melissa Casagrande
2 min read

Email Chain Between an Admin Assistant and Kristin Allen (UBS) 11/13/23

 

Question:

I am coordinating an event with a faculty member that will have catering, and they wanted to know if it is possible to hire a waitstaff person through a waitstaff company (Cater Waiter CT). Is that something that can be done with UConn funds? Also- just making sure I have this right- if we purchase food for the event we would use the travel card and it will not be consumed at the location, and as long as they don’t have a contract we are fine (and under $4999).  If they require a contract we have to contact you - Kristin Allen - regardless of dollar amount?

 

Answer:

Correct, if it is an approved business meeting, the Travel Card can be used.  If there is an agreement required to be signed, then it must come to me - Kristin Allen - with the following information/documentation:

  • Business Purpose (Name of Event) – please define any acronyms 

  • Whose attending (faculty, staff, students, outside guests) – if faculty and/or staff, please provide a detailed agenda, and the next highest level individual not attending must provide their approval of the expenditure (via email will suffice) 

  • Confirmation that you agree to and understand the cancellation language 

  • The estimated value (“not to exceed”) of the agreement:  If UConn is not paying for the entire amount - What portion is UConn responsible for paying?  And what portion are guests responsible for paying? 

  • The contact information from the provider regarding the agreement (first and last name, phone # and email address) 

  • Agreement document in Word 

  • Travel Card is the preferred industry standard method of payment.  Please confirm a Travel Card will be used for this. 

 

If an increase in a Travel Card is needed to accommodate the expenditure, direction is provided as this link to make the request:    Increasing-Travel-card-monthly-or-single-purchase-limit-1-2.pdf (uconn.edu) 

 

If a temporary staff employee is trying to organize catering, they wont have a travel card to use, so they would have to go through Huskybuy via a requisition with a quote.