Payment for food and beverages can be made through two methods: purchase order or reimbursement. Please note, however, that if the purchase is estimated to be over $2,500, consultation with the Procurement Services Office is required.
Note: Buffalo State Visa Procurement Card Guidelines prohibit the use of a P-Card for payment of meals or beverages.
1. Purchase Order: In general, when larger events are in the planning stages, the Procurement Office should be consulted. If the procurement officer believes that the event meets the required criteria, a purchase order (PO) will be issued. This method is beneficial in that a commitment from the college is made directly to the vendor. After the event, the vendor issues an invoice to the college and a payment is generated.
2. Reimbursement: In this method, an individual makes the payment out-of-pocket and seeks reimbursement for the expense. This type of arrangement is more common for allowable food and beverage expenses on a smaller scale. When an individual uses this method, a pre-approval form should be completed in advance to help ensure reimbursement. A New York State tax exempt form (available from the Accounts Payable Office, Cleveland Hall 414) should be presented to the vendor before a bill or invoice is prepared. After the payment is made by an individual, a pink Purchase Requisition should be completed. A detailed original receipt that shows acceptable proof of payment must accompany the completed requisition form, along with the completed pre-approval form. All forms are then delivered to the Accounts Payable Office.
When using the PO or reimbursement method, substantiation of the food and beverage purchase must be documented and must accompany the final payment request. The documentation must include the following (Unfortunately, due to volume, requests for payments not including required documentation will be returned to program areas.):
1. Detailed purpose of the meeting or event. The detailed purpose statement must clearly state the relationship of the meeting or event to a category within the Food and Beverage Allowability Chart. A impartial 3rd party must be able to clearly understand the relationship of the purpose of the meeting or event to the selected category.Further, it must be clear to decipher how this expense was necessary and furthers the mission of the campus.
2. The date and location of the meeting or event.
3. The participants attending and their relationship to the college (a sign-in sheet should be used if practical).
4. Clear identification of any alcoholic beverage (cannot be purchased with state funding).
5. New York State taxes paid. A tax-exempt form should be utilized. (New York State tax cannot be paid with state funding).
6. Brochures, programs, advertisements, and agendas related to the meeting or event.
Pre-approval: Pre-approval of food and beverage purchases is encouraged when a PO is not used and should be obtained in order to avoid possible non-payments. Please see Pre-Approval of Meal and Beverage Purchases Form.
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