POL - 30.01.2 Catering Policy

1.  Purpose

The purpose of this policy is to explain the rules governing the use of catering services on campus to the University community.

2.  Scope

2.1    This policy applies to all University departments, programs, and activities held on campus.

3.  Contractual Obligations

3.1    Dining Services Agreement
North Carolina Central University (NCCU) contracts the Dining Service program through a designated
Contractor.

3.1.1  Catering Requests
All catering requests for on-campus events - whether for student activities, departmental
meetings, or other functions – must be submitted to the Contractor. The Contractor holds
the “First Right of Refusal” and will make every effort to accommodate requests.

If the Contractor is unable to provide services, written approval must be obtained from both the
Dining Services Manager and the Director of Campus Enterprises before engaging an off-campus
vendor. Approved off-campus vendors must provide proof of liability insurance in the form of a
Certificate of Insurance (COI). 

3.1.2  Exclusive Provider
The Contractor is the only food service provider allowed on campus. Outside vendors, including
food trucks may not distribute or sell food at any time except when special permission is granted for
specific events (e.g., Homecoming).

3.1.3  Payment Requirement
Departments must provide financial coding string (e.g., FOAP) information when submitting a
catering request. This information is required to complete the chargeback process. Campus
Enterprises will automatically charge the department’s account at the end of the month.

If departmental funding is unavailable, a money order or credit card payment is required prior to the
Contractor providing any food service. Services will not be rendered without payment.

3.1.4  Notice Period
The Contractor requires a minimum of 72 business hours’ notice for catering requests. Failure to
comply may result in penalty charges.

3.1.5  Ordering Timeline
Allow five to seven business days for the Contractor to order and secure required food items. 

3.1.6  Final Count
Departments must notify the Contractor as soon as possible with the final event attendance count. 

3.1.7  Compliance
The Contractor will not be responsible for events that fail to meet the procurement and approval
requirements outlined in this policy.

4.  Payment Sources

4.1  State Funds
As a general rule, state funds may not be used to purchase food items, except in limited
circumstances for group meetings where costs remain at the minimum threshold. Departments
should consult the State Budget Manual or the University’s Budget Office with questions.

4.1.1  Alternative Funding
Food purchases are generally supported through institutional trust or grant funds.

Note: Not all grant accounts permit food purchases. Departments should review grant restrictions
or consult Sponsored Research before placing an order.