Food Service Procedures

All food service requests charged to University Departments or Projects require either the use of a University Procurement Card for Chartwells catering purchases up to $2,500 or $5,000 (depending on your transaction limit) through Catertrax. A Purchase Order is required for catering purchases over your transaction limit or purchases at any retail locations such as the Dining Hall. Additionally a Food Service Approval Form is required for all purchases. All food served on University Property must be provided by the University's food service contractor (Chartwells). If for some reason the University’s Food Service contractor is unable to fulfill your request then you must obtain a pre-approved Food Service Exception Form to use another vendor. Chartwells must have either Procurement Card information or a Purchase Order, along with a Food Service Approval Form before services are provided.

Contact the Chartwells Catering Office at 301.687.4152 or online at https://frostburgcatering.catertrax.com to make food service arrangements. Once the Request for Catering Services Contract has been completed, provide Chartwells with procurement card information for orders up to $2,500 or $5,000 (depending on your transaction limit); or enter a requisition into PeopleSoft to cover the cost of the catering contract for orders over your transaction limit.

Restrictions

Under State of Maryland policy University funds cannot be utilized to purchase food service for any social functions or activities such as holiday parties, retirement parties, birthday parties, showers, welcome or farewell parties, office parties, etc. It also does not allow food service for normal type staff meetings. The purchase of alcohol is not allowed under any circumstances. Any food service ordered that is considered unallowable under FSU, USM, or State of Maryland policy will be the personal liability of the individual and/or the department manager contracting for the services.

For Requisitions

Select the item “FOOD_SERV_CHARTWEL”. The vendor on the requisition will automatically be populated with COMPASS GROUP USA INC (short name Chartwells), Vendor ID 1000033713. On the Line, for Description enter Contract ##### (the contract number from the upper right-hand corner of the Request for Catering Services Contract) followed by a detailed description and business purpose, for Req Qty enter 1, and for Price enter the TOTAL from the Request for Catering Services Contract. You may enter more than one Catering Contract on a requisition; just list each on a separate line.

Complete the remainder of the requisition just like any other requisition. When completing the Distribution line the account should always be 081100 for Food Service which should default from the item. On the Request for Catering Services Contract select the payment type of Department Billing and enter the requisition number in the box labeled Requisition. Make sure a description and business purpose is on the requisition. The Budget approval is coming from the on-line requisitioning process in PeopleSoft. Once the requisition has been approved and budget checked Procurement will roll it to a Purchase Order. Complete a Food Service Approval Form providing a description, business purpose, agenda, and list of attendees. Once it has been completed and signed by the department manager send the original to the Chartwells Catering Office. Once Chartwells has received the Request for Catering Services Contract and the Food Service Approval Form, as well as, the corresponding Purchase Order from Procurement they are authorized to provide the requested service. Chartwells must receive these forms and the Purchase Order before services are provided. Once the function is over, Chartwells will invoice the University referencing the Purchase Order number and attaching the Food Service Approval Form.

For Procurement Cards

On the Request for Catering Services Contract select the payment type of credit card and provide the complete credit card information using the online form. Complete a Food Service Approval Form providing a description, business purpose, agenda, and a list of attendees. Once it has been completed and signed by the department manager send the original to the Chartwells Catering Office. Once Chartwells receives the contract with the Procurement Card information and the Food Service Approval Form, they will then be authorized to perform the service. Chartwells will charge the procurement card once the event is complete and send you a receipt. Attach a copy of the Request for Catering Services Contract, the receipt, and the Food Service Approval Form to the Procurement Card log. Procurement Cards may only be used on Catering through Chartwells Catertrax.

Office of Accounts Payable
Frostburg State University
101 Braddock Road
Hitchins Administration Building, Room 113
Frostburg, MD 21532-2303

Telephone: 301.687.4325
Fax: 301.687.4494
Email: accountspayable@frostburg.edu