Presentation on theme: "Event Coordinator’s Network"— Presentation transcript:
1 Event Coordinator’s Network Policies and Best Practices in Catering, Meeting & Event ProcurementWillie M. Palmer & Sharon JacksonBusiness Services8/7/2013
2 agendaWhat is new?Best Practices: Catering /Hotel contractsContract Approval/ Requisition processHow to Make Payments
3 What is new for fy14?E-Verify Certification Requirement for all service orders $2,500 and overRestricted use of PCard for Food/Group meal expenses that are not in compliance with state policy
4 NEW E-VERIFY REQUIREMENTS What is E-Verify? Effective July 1, 2013, State law requires vendors who provide any physical performance of labor or services $2,500 and over to a public employer to complete an E-Verify affidavit, before the services are procured.E-Verify RequirementsAll GT contract caterers currently have or are in the process of providing an e-Verify affidavit on fileAll other caterers must have an e-Verify affidavit on fileE-Verify is an Internet-based system that allows businesses to determine the eligibility of their employees to work in the United States. The process is managed by the U.S. Citizenship and Immigration Services (USCIS), a federal government agency.
8 Catering POLICIES On GT Property GT Catering (Sodexo) is the primary caterer with exclusive rights for the Student CenterSecondary On Campus Catering ContractsTechnology Square RestaurantsCatering contract exceptions information can be found at
9 AUTHORIZED GT CATERERS LIST OF SECONDARY CATERERS FOR ON-CAMPUS EVENTS
10 Off Campus Events (not with Hotel/ Conferences) Catering contractsOff Campus Events (not with Hotel/ Conferences)Preference is to use contracted caterersE-Verify requirement for non-contracted caterersDirect the non-contract caterer to our website and so they can complete the E-verify affidavit and send to you.Attach the completed affidavit along with the quote to the BuzzMart requisitionNeed three (3) quotes if not using GT contract caterer and if >$10k
11 Hotel/conference contracts Who can I use?GT Hotel preferred vendorConferences/ Hotels are an exempt category, but you should get multiple proposalsGLC is an internal agreement and does not require Purchasing approval. Payment via JE.
12 Contracting items to watch for Down paymentsTry to limit or eliminate these. The GT contract obligates payment.A/V equipment and conference roomsMany hotels will include these at no chargeAttrition / Room blockThis is a reduction in the number of guaranteed rooms. Most hotel contracts have them but they vary greatly on when the penalties kick in
13 Contracting items to watch for Guaranteed RevenueTypically will include Food and Beverage incomeCancellation penaltiesLike attrition, these vary greatly from one hotel to another.Payment termsNet 30 days unless otherwise agreed to in contractNeed to consider/ negotiate these in selectionGT Purchasing will not negotiate these items but will point out things you need to be aware ofIf you have questions, let us know
14 Purchasing rulesFollow the Georgia Procurement Manual and DOAS (State Purchasing) rulesLess than $10k at the discretion of the requestorGreater than $10k quotes should be documentedGreater than $25k should follow DOAS Purchasing Bidding RulesEvent Planners are not exemptHotels and Conferences (and associated catering) is exempt from bid process requirementsBest Practice: Solicit multiple quotes when selecting Hotels
15 Entering a requisition Use of Buzzmart (i.e. creation of a PO) for Events is required for all orders $2,500 and overAttach contract for signature to requisitionComplete Vendor Profile Form for all new vendorsObtain and attach E-verify affidavit if it is a new vendor or if the vendor does not have the orange asterisk in Buzzmart
16 PURCHASING ORDER/CONTRACT PROCESS Event planners can sign catering order requests with GT contract vendors for events onlyFor orders $2,500 and over, enter a requisition in BuzzMart and attach the quote and any other supporting documentation.All vendor contracts other than GT contract vendors must be signed by a contracting officer in Business Services or other authorized delegated approver.Sent contracts for signature to for non-contract vendor catering agreements less than $2,500 or other special contacts that require signature.
17 The agreement or contract is in place, The event was a success, Time to make the Payment!
18 PAYMENT PROCESSING-VENDOR INVOICES Vendor invoices for hotels/conference events should always reference the GT PO# and be sent directly to Accounts PayabletoStandard payment terms are net 30 days (from invoice date), unless alternate payment terms are negotiated with the PO contractA ‘Receipt’ must be entered in BuzzMart for all POs $3,000 and over
19 Payment processing-AP PAYMENT req form Option to use the AP Payment Request Form for group meals and catering invoices less than $2500 to facilitate the attachment of all required documentationEmployees should never use personal funds to make payment to a caterer or conference center. All payments must be made directly to the vendor to ensure compliance with IRS and state reporting requirements.
20 Advances and down payments Where required by the contract, down payments can be processed prior to the event by submission of an invoice to Accounts Payable.Accounts Payable cannot make payment from attachments to a requisition. The payment is initiated by an invoice submitted by the vendor.
21 FOOD/GROUP MEAL POLICY REMINDERS The Food/Group Meal Event Documentation Form is required for all payments made through the InstitutePcardInvoiceCheck Request FormMeal Per Diem limits areimposed for most state- fundedevents. (Excludes FDN andProf Ed Conference Funds)
24 PCARD POLICY CHANGES, EFFECTIVE 8/1 Snacks, bottled water, beverage service cannot be paid for using the PCardThe PCard can still be used for any event that strictly complies with the state food/group meal policyPer diem limitsMeeting length requirements (for employee meetings)New Procurement Grid and policiesposted to Business Serviceswebsite.
25 Local staff workshops/conferences BEST PRACTICEAll-Inclusive Meeting/Event Per-Person cost can cover all expenses related to meetings.PO and Invoice line item example:8/15-8/16/ All-inclusive meeting package32 $209/person= $NOT32 $10932 daily
26 Local staff workshops/conferences If meals and/or lodging are itemized, all state travel regulations are imposed and travelers pay individually and seek reimbursement via the T&E System$7/$9/$20=$36 for Atlanta, Savannah, Brunswick, Augusta$6/$7/$15-$27 for non-high cost locations1st/last day of conference, only 75% of meal per diemEmployees must be 50+ miles from home and GT headquartersSpecial exception, Travel policy 6.14, allows event coordinator to claim meals/lodging within 50 miles, if approved prior to the event. (Send to Frans Barends, Sr, Director Business Services and ‘cc’ Sharon Jackson)
27 Sales taxPayments processed through GT Accounts Payable are tax-exempt in Georgia. AP will deduct sales tax if invoiced.Payments processed through the GT Foundation are not exempt from Georgia sales/use tax.Important Tip: Please let your caterer know if GT will be processing payment, so that sales taxes can be deducted prior to invoice creation.
28 Foundation funded-events Events with the following primary business purpose must be processed directly through the GT Foundation:Holiday parties/luncheonsRetirements and ‘Going Away’ eventsAny alcohol (other than PE and participant-paid conferences)‘Extraordinary’ eventsStaff retreats that exceed meal per diems or that include family members or recreational activitiesBusiness meetings, conferences, student activities, and advisory board activities can be processed through GT AP using Foundation Funds.