I. Policy Statement

(Effective as of 4/1/2023)
The UMass Business and Travel Expense (BTE) Policy was updated and approved by the Board of Trustees on Dec. 16, 2021. On July 1, 2022, the new policy and standards were adopted by all UMass campuses. One change that was adopted is all events, with food and beverage/alcohol over $500, must be pre-approved. Some departments have multiple events over $500 throughout the fiscal year that would require pre-approval. 

II. Purpose

The purpose of this procedure is to standardize the food and beverage ordering process and ensure that approval and support for food and beverage events over $500 are included in BuyWays. 

III. Scope

This procedure applies to all departments that use food and beverage for events over $500 with food and beverage/alcohol.

IV. Definitions

Aramark is the exclusive Food & Beverage provider for the campus. 

V. Procedures

All food and beverage/alcohol orders over $500 must be processed with a purchase order.
a. Departments with several events that they know will take place during the fiscal (academic) year may request a blanket approval order for those events.
b. Fill out the Pre-Approval Form for Events over $500 (docusign) on the UPST website and upload the blanket approval spreadsheet. Add both as an attachment to the Aramark Purchase Requisition in BuyWays. The approval must include the authorizations outlined in the BTE Policy. 
c. Aramark will invoice UPST directly with PO number noted on each invoice. Aramark processes and policies remain in effect. 

VI. Responsibility

      Any questions, please email the Controller’s office at controller@uml.edu.