If you opt not to use UTSA Dining's catering services, an approved caterer may provide on-campus catering for a 10% fee. Choose from the list of UTSA-Approved Caterers using the selection guidelines below.
Alternatively, caterers may apply for permission to service UTSA by submitting an application. Please note, using an unauthorized caterer will result in a 20% catering service penalty and the appropriate VP may receive notification. See Catering FAQs for more information.
Select a UTSA-Approved Caterer
When selecting a caterer, departments must strive to ensure UTSA receives the best value for the catered services.
Departments must secure a pricing proposal from the selected caterer prior to completion of the services. Unit prices for the actual services must not deviate from the pricing proposal. Department-approved quantity changes are acceptable.
Review of Multiple Proposers & HUB Efforts
Departments should utilize reasonable efforts to review proposals from at least three of the approved caterers prior to selection of a caterer. When possible, departments should include in their review at least two catering proposals from Historically Underutilized Businesses (HUBs). For questions about the UTSA HUB Program or if you are interested in becoming a HUB vendor, please contact the HUB Program Manager at (210) 458-6491.
Specific HUB Requirements for Purchases over $100,000
Before proceeding with any catered service that could reasonably meet or exceed $100,000, the Department must contact the HUB Program Manager at (210) 458-6491 to ensure compliance with all HUB requirements.
Beginning September 1, 2011, a new process for outside caterer selection and approval is in effect.
A caterer may apply for permission to service UTSA by submitting an application, agreeing to the Terms and Conditions, and submitting all requested information below to Campus Services. Direct questions to Hilda Moran or call (210) 458-6651.
Caterers must reapply annually. Applicants should receive confirmation of their request within 2-3 business days.
Documents and Forms
What are acceptable payment methods when using a UTSA-approved caterer?
You can approve and issue a purchase order to the vendor prior to the event or use a Special Event Procard. Note that a purchase order must be approved and issued to the vendor prior to the event.
The service fee is used for necessary facility renovations of our various campus food venues and directly supports necessary infrastructure for future venues.
The service fee can't be collected on accounts funded by grants. An alternate account must be supplied to Campus Services at the time of billing. If you have questions, please contact Campus Services.
Who is the gatekeeper of the policy compliance and the service fee assessment? Should I include the 10% in my P.O.?
Service fee assessments will be made by Campus Services on a monthly basis and the 10% should not be included in the P.O. All billings detail the date of the event, the caterer, and the amount. When you request bids, take into consideration the additional service fee associated with using the approved vendors as opposed to UTSA Dining. If you have questions regarding the service fee assessments, please contact Campus Services at (210) 458-6651.
Caterers may use the application process to become a UTSA-approved caterer.
No, the catering policy only applies to events on the Main Campus, Downtown Campus, or Hemisfair Campus (ITC).
No, as long as the food is delivered but not served by a catering employee, then the catering policy does not apply and no service fee or penalty will be assessed.
If UTSA Dining is unable to do the event, will I be charged a 10% service fee for using one of the UTSA-approved caterers?
Yes, no exceptions.
Information is available on this process on the Financial Affairs website.
For more information, please contact Hilda Moran or call (210) 458-6651.
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