Food Approvals

Food Approval Process

Review the Food Approval Training slide deck for an overview of policies and procedures.

Complete the Food Approval Form at least ten business days prior to the meeting, training or recognition event. Please note that the Senior or Associate Directors of Fiscal & Audit Services (FAS) sign as Approving Official on the bottom of the form titled “Food and Beverages for Meeting, Training Sessions and Recognition Awards Ceremonies” on behalf of the UW Bothell campus.

Send the completed form for approval to FAS via Service Request Form. Do not submit via DocuSign. Forms submitted after the event may be the financial responsibility of the purchaser. After the form is approved by FAS, it will be emailed to the respective unit. The department is required to maintain the approved form for the records retention period.

Food Policy

• Departments should be familiar with the University’s Food Policy, UW Bothell’s Food Purchase Policy 3.1 and UW Bothell’s Use of Discretionary Funds Policy 3.3.
• The approved Food Approval Form and a list of attendees or invitees is required to be maintained for the records retention period.
• If food is purchased with a ProCard, attach a copy of the Food Approval Form and receipts with your monthly ProCard packet.
• Per diem is used when calculating the allowable amount for meals. Refer to the UW Bothell Use of Discretionary Funds Policy 3.3 to determine when charges in excess of per diem must be approved by a Dean or Vice Chancellor.
• Catering exceeding $10,000 per vendor must be pre-approved by UW Procurement.
• Alcohol Purchases: Complete the Alcohol Permit Approval form

Recognition Program

Purchases for employee recognition must have an approved recognition policy on file in their unit.

Recognition Program Requirements

• Documented and approved recognition policy
• Approved at the Dean/Vice Chancellor level

Employee Recognition Policy Elements

• Definition of purpose, criteria, and budget
• Selection often executed by a committee
• Definition of award eligibility, frequency and process
• Total amount expended per recognition award, including light refreshments, is limited to $200 per individual or group receiving recognition
• If a meal is a recognition award, only meal expense for individual(s) being recognized may be paid using University funds

Contact Us

If you need assistance or have questions relating to the Food Approval Form or policy, submit a Service Request to Fiscal and Audit Services.