Food Purchases & Catering
Food Purchases | Catering
Accounts Payable
Last Updated: Aug 12, 2025
This guide is meant to highlight the basic policies covering the most common food expenses. It is not intended to cover all existing rules and policies. The IRS and the State of Iowa impose restrictions on meal expenses. All expenses must be directly related to the conduct of University business.
State funds cannot be used for the purchase of alcoholic beverages or for expenses that constitute a “private purpose” - including food and beverages for routine employee breaks, staff meetings, office parties, staff retirement parties, or events of a personal nature.
When submitting expenses for food purchases must include the following:
Appropriate business purpose.
Itemized receipts when required.
Names of the individuals in attendance and their relationship to the University.
Meeting or conference agenda if applicable.
Keep in mind that the University’s tax-exempt number is displayed on the procurement card and it is expected that the cardholder ensures that tax is not charged.
Tipping should not exceed 20% of the bill subtotal.
Additional considerations:
Scenario |
| Policy |
Interviewing invited candidates for professional positions on staff | When interviewing invited candidates for professional positions on the university staff. Allowance will be made for the candidate and partner and two employees for breakfast and lunch and four employees for dinner. May not exceed allowable GSA rates. | |
Entertaining speakers, lecturers, performers, or other invited guests assisting in formal instructional program | When entertaining nationally known speakers and performers, as well as conference speakers, lecturers, or other individual guests assisting directly in the formal instructional program. Allowance will be made for the guest and two employees for breakfast and lunch and four employees for dinner. May not exceed allowable GSA rates. | |
Working through a meal period (working an event that does not allow staff/student to leave for meal) | If necessary to work during over a regular meal time, a meal may be provided at GSA allowable rates. VP approval is required. | |
Staff or student employee meetings, staff retreats, staff training | If necessary to hold outside normal business hours and over a regular mealtime, a meal may be provided at GSA allowable rates. VP approval is required. Agenda must be provided with invoice. A catering exception from UNI Housing & Dining will be required if expense is $250 or greater, or if a non-approved vendor is used. | |
Student events or programs | When appropriate to provide food/refreshments. May not exceed allowable GSA rates. | |
On-campus meetings or events | Prior to purchasing food from an outside vendor to be consumed on campus, a catering exception from UNI Housing & Dining will be required if expense if $250 or greater, or if a non-approved vendor is used. | |
Travel meals | Meals included as part of another expense (i.e. hotel stay, conference registration, etc.) will be prorated 20% breakfast, 30% lunch, 50% dinner. May not exceed allowable GSA rates (or US Dept of State rates for international travel. Conference agendas should be attached to the travel request. Itemized receipts are required for meals $75 and over, and group meals. | |
Beverage purchase | Departments must purchase beverages through UNI Catering, the campus convenience stores, or directly from Atlantic Bottling. Purchasing from other providers is not allowed. | |
Purchases at on-campus dining centers or convenience stores | Do not use Procards or T&H cards for on-campus purchases. Use DOR Departmental Change Form |
GSA rates are updated annually on October 1st.
For questions, please contact Business Operations at 319-273-2162, Option 3 or email obo-hub@uni.edu