When do I need a contract for food?

Always consult with your administrative advisor before including food as part of an event.

• Food purchased from a Rutgers Student Center or Busch Campus Center food court vendor does not require a contract. Remember, Student Center food court vendors accept vouchers as payment.

• Food purchased from an off campus vendor

• served off campus ...Food purchased at an off campus facility may require a contract depending on the event and location. For example, an event hosted at a restaurant for 10 people requires preauthorization by your administrative advisor. A contract may not be necessary, however a cash advance should be issued to the Treasurer or restaurant. The student organization is required to submit an itemized receipt (not just the credit card receipt), detailed purpose of the event and list of attendees for the meal indicating each attendee's affiliation (such as member, guest speaker, advisor, etc.). A contract may be required if the event facility such as a hotel requires a contract, or if there are any special risk factors associated with the event. Consult with your administrative advisor determine if a catering contract is needed. Remember, Alcohol at any event is strictly prohibited.

• served on campus ...May require a contract depending on the event. For example, students ordering pizza to be delivered on campus for a small group usually does not require a contract. However, students ordering catering for a large event being held on campus may require a contract. Consult with your administrative advisor or SABO staff to determine if a catering contract is needed.

Documenation for any food expenditure should include a voucher signed by your administrative advisor, list of attendees (see definition below), itemized receipts/contracts, and waiver copies (when appropriate). More on our food policy is located in the Treasurer's Handbook.

All meals and catering require a list of attendees. Small meals should indicate each person's name and affiliation with the organization. Names of all attendees are not required for large catered events, however a general description of attendees such as “executive board”, etc should be included in the documentation submitted to the SABO.