If I plan an event and I choose not to use ARAMARK or one of the pre-approved caterers, can I use another caterer and if so, will there be a surcharge?
Per the policy, all departments must use ARAMARK or select from the list of the pre-approved caterers. Use of one of the pre-approved caterers will result in the 10% surcharge.
What is this 10% surcharge being used for?
The surcharge will be used to make needed facility renovations to freshen the appearance of our various food venues and they will directly support the needed infrastructure for possible future venues, like the recent addition of Taco Cabana, Panda Express, and Chick-fil-A.
If I am on 100% grant monies or federal funds, how do I incorporate the 10% surcharge?
The charge will not be collected on grant programs. Federal guidelines prohibit the University from assessing any type of service charge. An alternate account must be provided to cover the surcharge. If you have any questions, please contact Business Auxiliary Services at 210.458.4639.
Who is the gatekeeper of the policy compliance and the surcharge assessment, and do I include the 10% in my P.O.?
Surcharge assessments will be made on a monthly basis and the 10% should not be included in the P.O. All billings will detail the date of the event, the caterer, and the amount. When you are requesting bids, take into consideration the additional surcharge associated with using the approved vendors as opposed to ARAMARK. If there are any questions regarding the surcharge assessments, please contact the Business Auxiliary Services Office at 210.458.4639.
When do the charges go into effect?
September 1, 2006.
How do I get a caterer approved and added to the listing?
The approved catering agreements are good for one year, with the option of renewing for additional periods. The caterers were selected through a formal bidding process. Any vendor who is interested in being added as an approved caterer must contact the Purchasing Department at 210.458.4060 so they can be included in the next bidding process.
If I plan an event offsite, does the policy apply?
No. However, offsite does not include the Downtown Campus or ITC.
Can I order pizza and have them delivered without utilizing an approved caterer?
If the pizza is being delivered, then the catering policy does not apply. You are able to utilize such services as Little Caesar's Pizza without a surcharge.
What if ARAMARK is unable to do the event, will I be charged a 10% surcharge if I use one of the other pre-approved caterers?
Yes. Regardless of the circumstances, there will be a 10% catering surcharge applied to the event, no exceptions.
Can I use a Caterer other than Aramark or one of the approved caterers?
No, unauthorized caterers should not be used. Departments that use an unauthorized caterer will be assessed a 20%Â penalty for utilizing the services of the unauthorized caterer, and the appropriate Vice President will be notified.
What are my options for doing a simple quick service type meal?
Bill Miller BBQ has been designated as the Quick Service Meal provider. This additional option allows departments to utilize a value-based service for their large groups. The 10% surcharge will be applied.
What if we want to serve alcohol at our event?
The procedure to serve alcohol remains the same except that all Permission to Serve Alcoholic Beverages forms, once signed by the appropriate Vice President's office, will need to be routed to Business Auxiliary Services for review. Upon completion of the review, Business Auxiliary Services will forward to the President for final review and approval.
