Auxiliary Services

Catering Policy – Frequently Asked Questions and Answers

In all cases where Institute or Foundation funds are being used to pay for food/catering services, an approved catering service must be used.

Personal Meals Guideline

In most cases where personal funds are being used to pay for food services within your work location, it is not considered a catered event and is not subject to the catering services policy. For example, a group of colleagues in an office pool their money and order pizza for lunch.

However, Building Managers have the authority to prescribe the level of service and any special stipulations required in their building. Individuals or groups who utilize space in a building are responsible for following the direction of the Building Manager.

What if the approved caterers cannot meet our unique cultural needs? St. Charles Deli, an approved caterer, is authorized to obtain ethnic foods from restaurants to meet unique cultural needs.

Can we order food from a pizza place or similar food establishment for delivery on campus?  Yes, if the standards in the Personal Meals Guideline above are met or if Sponsored or Foundation funds are being used and the total amount is less than $100. Otherwise, no.

What if we only want to serve snack items/packaged foods? (i.e. chips, cookies, punch)  Only if it meets the Personal Meals Guideline above and is approved by the Building Manager or if Sponsored or Foundation funds are being used and the total amount is less than $100.

Can we order box lunches or similar type food from non-approved catering companies? No. Approved catering service companies must be used unless the standards of the Personal Meals Guideline are met or an exception has been approved.

May we have Potluck meals with our department or work group on campus? It is not encouraged because of food safety and liability issues.

Can we bring our own raw food and cook it for an event on Georgia Tech premises? No, cooking can only be done by an individual with the appropriate food service permit and certificate of insurance.

May we serve food that has been donated to our organization?  In such cases where a donor provides food, the donor must provide a letter to Auxiliary Services verifying it is a 100% donation and a certificate of insurance listing Georgia Tech as an additional insured party. The donor is responsible for proper storage, maintenance of proper temperature and the safety of the donated food.

We’ve used a specific caterer for this event previously. Can they provide services if they provide necessary insurance documentation?  No, only the approved catering service companies can be used unless an exception has been granted.

None of the approved caterers can work within our budget. Are there other, more economical, options? The selected catering service companies can meet a wide range of budgetary needs. We encourage discussing your catering event needs with the approved caterers as they can suggest ways to meet your budgetary constraints.

Can the Purchasing Card be used to pay for catering services?  The PCard can be used to pay for catering services if the default project permits food purchases.