The college has established a new process for submitting required documentation about events/meetings where food is purchased and served.
University policy requires that all food purchase documentation include a list of attendees that indicates the attendees employment status and documentation of the agenda or purpose of the event/meeting.
The current process of email communication for this documentation does not provide references for event hosts to ensure needed information is included or a consistent format for business center staff which makes this documentation difficult to track and include in purchase documentation. This method has resulted in frustration and unnecessary back and forth communication which slows the processing of payments and creates an additional communication burden for event hosts.
To support everyone in the communication of this information, we are transitioning to a new “Event Documentation” form to submit this information. The form is available online here and has also been added to the CoJMC Forms app, which is available for download here.
Following any event where food is served, the event host (or their designee) should complete the form to provide the required list of attendees (with required details as specified on the form) and an event/meeting agenda or other documentation demonstrating the purpose of the event.
This form is separate and in addition to the submission of purchasing documentation (receipts/invoices) which should be submitted by the purchaser (which may be different than the event host) and through the normal channels depending on purchasing method. The food purchasing process is:
| Step | Description | Who's Responsible |
| 1 | Submit Request for Purchase | Event Host |
| 2 | Purchase Food* | Assigned Purchaser |
| 3 | Host Meeting/Event | Event Host |
| 4 | Submit Invoice/Receipt through appropriate processes based on purchasing method | Assigned Purchaser |
| 5 | Submit Event Documentation Form | Event Host |
*Food must be purchased from an approved university food vendor.
Please begin using this form immediately for the submission of event information for events/meetings where food is served.
This process change is made to improve the efficiency of this required documentation collection, while reducing the burden on faculty and staff. If you have any suggestions for the improvement of this, or any other business process, in the college please contact Haley Hamel at haley@unl.edu.
