Procurement Office

Catering & Food

Guidelines, Policies, and Procedures

When You Want to Eat at Stony Brook

What to Know About Catering, Dining, and Ordering Food

Catering, food purchases, and dining‑related expenses at Stony Brook University are governed by specific requirements based on vendor type and funding source. These requirements address approved vendors, required forms, meal allowance limits, purchasing and approval processes, and compliance considerations for both on‑campus and off‑campus food services. Adherence to University, New York State, and Research Foundation policies is required when planning events, submitting requests, and processing payments associated with food and beverage expenses.

General Guidelines

  1. The Food & Beverage Expense Guidelines by Funding Source has detailed information catering: Meal Rates: $17.00 Breakfast, $25.00 Lunch and $69.00 Dinner. Meal allowance rates are inclusive of the gratuity.
  2. Internal business meals in excess of meal rate limits are an exception and require completion of the appropriate Exception Approval Form.
  3. A Purchase Order is required prior to the event.
  4. P-cards should not be used for food purchases. Exceptions may be granted by procurement if the vendor is not available on WolfMart.
  5. Stony Brook University is exempt from New York State and local sales tax. A tax-exempt certificate should be provided.
  6. Plan ahead to for catering services. Submit a requisition at least two weeks prior to the event for a purchase order to be issued.
  7. Attach the following to your requisition before the event: The vendor’s quote(s), Business purpose/Event Justification, and List of Invitees.
  8. When submitting your requisition (Service Request or Blanket Request) select the Buyer Commodity Code: Food/Grocery/Meeting Refreshments.
  9. Delivery charges are acceptable.
  10. The maximum allowable gratuity is 20%.
  11. All orders over $2,500.00 require 3 quotes.
  12. The Blanket Order Request form is for recurring catering events. Include the vendor’s catering menu, justification for each event, list of invitees, and how you arrived at the PO dollar amount (i.e. number of events, estimated spend).
  13. Proof of Liability Insurance is required from eateries delivering food to campus for your event. Please give us time to obtain this from the vendor for your event.
  14. Preference is to schedule meetings and events at campus meeting centers.
  15. Bottled Water is discouraged. Please use Stony Brook Foundation funding to purchase bottled water.
  16. Direct Billing is for Dining out only. Contact the dining establishment to determine if direct billing is available.
  17. Payment for alcoholic beverages is not permitted. Refer to the Food & Beverage Expense Guidelines for more information.
  18. When food is delivered, ensure that someone is available to receive and sign for the food. Do not leave food unattended. Food can be tampered with or stolen.

 

Which Form(s) to Use for Food

Type Form: State Funds Form: Research Funds
FSA Windows Go directly to FSA Windows Catering. No Purchase Order is required. Service Request
FSA Meal Card Service Request Service Request
CulinArt Go directly to CulinArt Catering. No Purchase Order is required. Service Request
Other eateries Service Request or Blanket Order Request Service Request or Blanket Order Request
Dining Out Non-Encumbered Payment Form Non-Encumbered Payment Form

 

Procedures: Catering & Dining Out

CulinArt

Campus departments that purchase from CulinArt using STATE FUNDS are not required to submit a WolfMart Service Request Form. Please follow the process below to place your orders:

  1. Go to Catertrax – CulinArt’s online ordering system https://sbucatering.catertrax.com/
  2. Include an event justification in the Catertrax “Order Name” field.
  3. Under “Payment Information” enter STATE in the “Payment” field and enter your 8-digit account number in the “State Account” field.
  4. Acknowledge having read both the CulinArt rules/requirements in Catertrax and the Stony Brook University Food Policy that includes the current per-person meal allowances rates.
  5. Follow per diems outlined in the Food & Beverage Expense Guidelines by Funding Source.
  6. Ensure your Catertrax order is finalized before the event and communicate all changes with CulinArt.
  7. CulinArt will not leave food unattended. Make sure someone is available to receive and sign for the food. 
  8. If you have any questions or if you need a log-in for Catertrax please contact: Main Office: (631) 632-6522 | Email: SBUCatering@culinartinc.com

Campus departments that purchase from CulinArt using RF Sponsored or IDC Funds must order through WolfMart. Please follow the process below to place your orders:

  1. Go to Catertrax – CulinArt’s online ordering system https://sbucatering.catertrax.com/
  2. Once you have completed your online order, a Catertrax Order Number will be generated.
  3. Complete a Service request form requisition in WolfMart and attach the following: the Catertrax Order, Business Purpose/Event Justification, and List of Invitees.
  4. Communicate all changes with CulinArt and Procurement.
  1. Catering services in excess of $2,500.00 requires 3 quotes when using NY State funds.
  2. Follow per diems outlined in the Food Beverage Expense Guidelines by Funding Source.
  3. The maximum gratuity is 20% and applied to the cost of the meal.
  4. Deposits for State-funded food purchases are discouraged. If it’s non-negotiable, leave 3-4 weeks to get the deposit from Accounts Payable.
  1. State-funded Windows Catering does not require a Purchase Order. Catering services in excess of $2,500.00 requires three (3) quotes when using NY State funds.
  2. RF catering requires a quote, List of Invitees, and the Justification to get a Purchase Order.
  3. For Windows Catering information, visit Windows Catering.

No Purchase Order is required for Dining Out for University business. Campus departments have two payment options:

  1. The preferred method is direct vendor billing.  Please contact the dining establishment before dining out to determine if direct billing is available. After the event, the department must submit a WolfMart Non-Encumbered Payment Form. Attach the vendor’s itemized invoice, Business Purpose/Justification, and List of Attendees.
  2. If direct billing is not available, personal funds may be used. To request for reimbursement, complete a paper purchase requisition PROC0065. Attach the vendor's itemized receipt, Business Purpose/Justification, and List of Attendees, and email to nonencumbered@stonybrook.edu.

Buyer Commodity: Restaurant
Commodity Code: Catering