Office of Business and Finance

Arranging catering services for an event involves specific requirements depending on the cost and funding source. Follow these steps to ensure compliance and a smooth process. Read below for more information on the process for arranging catering services, catering contracts, and payment.

Overview

• For orders less than $5,000, a Ramp Card, P-Card*, T&E Card, or invoice payment may be used.
• For orders greater than $5,000 and/or those requiring a contract, the contract must be signed by an appropriate University or SOG Services Official. Follow the guidelines contained in the SOG Guide to Vendor Contracts to review and submit the contract. Key points to include in your review:

• Ensure that key terms in the contract are correct, including dates, amounts, and services
• Ensure the proper SOG business is listed:
• If funded by a grant (OSP) or service agreement with a state agency, list the contracting organization as UNC School of Government.
• If funded by SOG Services, such as for an SOG course or for general SOG sponsored event, list the organization as School of Government Services, Inc.
• If the funding source is unknown, provide as much information as possible about the event, and the business office will advise you
• Make note of any special requirements

• Review the Purchasing Requirements by SOG Business guide for details on additional requirements based on the funding source and contract amount.

For cost efficiency, consider using vendors with existing University contracts listed on the Meeting and Event Planning - Finance and Budget page. Using these vendors is optional but can streamline payment and reduce costs.

UNC-Chapel Hill also offers ezCater, a platform providing access to local restaurants and caterers. It simplifies catering with budget tracking, seamless payment processing, and diverse cuisine options.

*Note: If the catering includes alcohol service, a p-card is not an allowable payment method. In addition, prior approval is required from the UNC Office of the Provost. See the Alcohol Purchases page for details.

Step-by-Step Process

For Catering Orders Less Than $5,000

Payment Options

• Use a Ramp Card, T&E Card, or contact your Team Lead or member of the Business Office to use a P-Card. Review Credit Cards at SOG for help determining the appropriate card to use.
• Collect an itemized receipt for reconciliation.

Sales Tax Exemption

• If using UNC funding, request the vendor to remove sales tax and provide the UNC Tax Exemption Letter.
• Note: SOG Services is not tax-exempt, so sales tax should not be removed for orders funded by SOG Services.

If Paying by Invoice

• Request an invoice from the caterer.
• Submit the invoice through the Business Office Ticketing System within 10 days of the event. Include:
  • Course/Program/Project Codes
  • Final agenda and participant list

For Catering Orders Greater Than $5,000 or those requiring a contract:

Submit your request at least 30 days before the event.

Review the Contract:

• Review the contract using the SOG Guide to Vendor Contracts

A note on vendor Registration:

• If the order is funded by UNC, ensure the caterer is registered in UNC's vendor portal, PaymentWorks.
  • Provide the name and email address of the caterer's contact person, and the Business Office will send an invitation for registration.
  • For more info, please visit the UNC Vendor Management page.
• Vendor registration is not required if the order is funded by SOG Services, but the business office will request a copy of the vendor's W-9 prior to issuing payment.

Submit a Ticket
Once you have reviewed the contract and addressed any changes needed with the caterer, submit a request through the Business Office Ticketing System, and submit the contract, other required documents, and any additional relevant details. Be sure to include:

• Course/Program Codes
• Special requests or instructions

Business Office Review and Submission

• The Business Office will review your paperwork within 2 business days and contact you if additional information is needed.
• For UNC funded contracts, the Business Office will submit your request to the University Purchasing Office for approval. Plan for up to 3 weeks for University review and contract signing.

Receive the Signed Contract

• The signed contract will be returned to you through the ticketing system or directly through Docusign.
• If the vendor has not already signed the contract through Docusign, send the signed contract to the caterer to finalize the arrangement.
• If a deposit is required, submit an invoice for the deposit to the Business Office Ticketing System

After the Event

Within 10 business days, submit the following to the Business Office:

• Itemized invoice
• Final agenda and participant list
• Relevant Course/Program Codes

The Business Office will review your submission within 2 business days and initiate payment according to the payment due date.

Relevant University Policies

• Purchasing at UNC-Chapel Hill

Catering Contract FAQ

How do I know what business name to use on a catering contract?

For hotel contracts associated with programs, you’ll need to check the business listed in the Event Dashboard. The official corresponding business names are below:

UNC SOG: The School of Government at the University of North Carolina at Chapel Hill
SOG Services: School of Government Services, Inc.
SOG Foundation: School of Government Foundation, Inc.

Who should sign my catering contract?

Only the authorized signatories of each entity is able to sign contracts. The authorized contracts are below:

UNC SOG: an authorized purchasing agent in UNC Finance and Operations, via ConnectCarolina
SOG Services: School of Government Services, Inc.: SOG Services Director (Associate Dean for Operations and Finance)
SOG Foundation: School of Government Foundation, Inc.: SOG Foundation Director (Dean, School of Government)
If there is no financial commitment included in a hotel contract (for example to reserve a courtesy block), a Program Director may sign a contract.

Can we make a deposit up front?

University policy allows us to make a deposit no greater than 25% of the total contract amount. In limited circumstances, we may be able to increase the deposit depending on the nature of the funding.

We are planning a catered reception for our department. The caterer requires a deposit and then will bill us after the event for the balance due. How do we obtain a check for the deposit?

Questions? Contact Anitra Jones at ajones@sog.unc.edu