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    Catering Events


    On-Campus Catering Requirements

    When you need on-campus catering services, UCI Procurement highly recommends using UCI Catering. See info here: UCI Dining Services. UCI Catering can provide breakfast packages, cold lunches, hot lunch buffets, afternoon snacks, desserts, and celebration cakes. They will also work with you to develop custom menu selections appropriate to meet your specific event and budget needs.

    Departments are not allowed to hire outside catering companies for on-campus catering without prior approval. To obtain approval for using a source other than UCI Catering, please contact Human Resources at contractingout@uci.edu. Please be aware if you use an outside catering company who has not been approved by HR and pay using personal credit card you will not quality for reimbursement. A simple drop-off of catered food from vendors (e.g., Panera Bread, Jimmy John's, pizza) for on-site meetings or events does not require prior approval. This requirement does not apply to off-site events.

    Required documents for catering invoice payment:
    ✓ Invoice
    ✓ Numbered attendee list, include title/company of each person
    ✓ Flyer or invitation (for events only) or business meeting agenda
    ✓ Alcohol permit (alcohol expenses cannot be charged to state or federal fund sources)
    • Work with William Gary to obtain from the Dean's Office
    • Dean's Office needs the request 30 days before the event

    Steps for submitting a catering invoice for payment:

    1. Attach invoice to email.
      a. Invoice must be itemized and show dates of service.
    2. Enter email subject line in this format:
      a. Today's date — supplier name — your initials
          i. Example: 04/13/2023 — UCI Catering — MKM
    3. Copy and paste the info table into the body of the email (see info table below)
    4. Complete info table
    5. Include a numbered attendee list in your email.
      a. Indicate each person's title and company/org affiliation
    6. Email to Patti Klumper for funding verification.

    Catering invoice info table:

         1. Payee Name

         2. Event Type
       (breakfast/lunch/dinner?)

         3. Event Date:

         4. Event Location:

         5. Total invoice amount:

         6. Business purpose:

    (Please include a clear "business purpose" and topics of discussion for the meeting/event)

         7. Account/Project: