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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 [email protected] 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 [email protected]
• 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: [email protected] questions: [email protected]
Business Services website: http://www.procurement.gatech.edu/