event coordinators network policies and best practices in catering, meeting & event procurement...
TRANSCRIPT
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Event Coordinator’s Network
Policies and Best Practices in Catering,
Meeting & Event Procurement
Willie M. Palmer & Sharon JacksonBusiness Services
8/7/2013
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AGENDA
• What is new?
• Best Practices: Catering /Hotel contracts
• Contract Approval/ Requisition process
• How to Make Payments
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WHAT IS NEW FOR FY14?
• E-Verify Certification Requirement for all service orders $2,500 and over
• Restricted use of PCard for Food/Group meal expenses that are not in compliance with state policy
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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 Requirements• All GT contract caterers currently have or are in the
process of providing an e-Verify affidavit on file• All other caterers must have an e-Verify affidavit on
file
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NEW E-VERIFY REQUIREMENTS
• http://www.procurement.gatech.edu/E-Verify
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NEW E-VERIFY REQUIREMENTS
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TYPES OF PHYSICAL PERFORMANCE OF SERVICES
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CATERING POLICIES
• On GT Property– GT Catering (Sodexo) is the primary caterer with
exclusive rights for the Student Center– Secondary On Campus Catering Contracts– Technology Square Restaurants– Catering contract exceptions information can be found
at http://www.studentcenter.gatech.edu/catering/Pages/default.aspx
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AUTHORIZED GT CATERERS
• LIST OF SECONDARY CATERERS FOR ON-CAMPUS EVENTS
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CATERING CONTRACTS
• Off Campus Events (not with Hotel/ Conferences)
– Preference is to use contracted caterers– E-Verify requirement for non-contracted caterers
• Direct the non-contract caterer to our website and so they can complete the E-verify affidavit and send to you. http://www.procurement.gatech.edu/E-Verify
• Attach the completed affidavit along with the quote to the BuzzMart requisition
– Need three (3) quotes if not using GT contract caterer and if >$10k
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HOTEL/CONFERENCE CONTRACTS
• Who can I use?
• GT Hotel preferred vendor
• Conferences/ Hotels are an exempt category, but you should get multiple proposals
• GLC is an internal agreement and does not require Purchasing approval. Payment via JE.
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CONTRACTING ITEMS TO WATCH FOR
• Down payments– Try to limit or eliminate these. The GT contract
obligates payment.
• A/V equipment and conference rooms– Many hotels will include these at no charge
• Attrition / Room block– This is a reduction in the number of guaranteed
rooms. Most hotel contracts have them but they vary greatly on when the penalties kick in
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CONTRACTING ITEMS TO WATCH FOR
• Guaranteed Revenue– Typically will include Food and Beverage income
• Cancellation penalties– Like attrition, these vary greatly from one hotel to
another.• Payment terms
– Net 30 days unless otherwise agreed to in contract• Need to consider/ negotiate these in selection• GT Purchasing will not negotiate these items but will
point out things you need to be aware of• If you have questions, let us know
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PURCHASING RULES
• Follow the Georgia Procurement Manual and DOAS (State Purchasing) rules– Less than $10k at the discretion of the requestor– Greater than $10k quotes should be documented– Greater than $25k should follow DOAS Purchasing
Bidding Rules– Event Planners are not exempt– Hotels and Conferences (and associated catering) is
exempt from bid process requirements– Best Practice: Solicit multiple quotes when selecting
Hotels
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ENTERING A REQUISITION
• Use of Buzzmart (i.e. creation of a PO) for Events is
required for all orders $2,500 and over
– Attach contract for signature to requisition
– Complete Vendor Profile Form for all new vendors
– Obtain and attach E-verify affidavit if it is a new
vendor or if the vendor does not have the orange
asterisk in Buzzmart
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PURCHASING ORDER/CONTRACT PROCESS
• Event planners can sign catering order requests with GT contract vendors for events only
• For 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 [email protected] for non-contract vendor catering agreements less than $2,500 or other special contacts that require signature.
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The agreement or contract is in place,
The event was a success,
Time to make the Payment!
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PAYMENT PROCESSING-VENDOR INVOICES
• Vendor invoices for hotels/conference events should always reference the GT PO# and be sent directly to Accounts Payable– Email to [email protected]
• Standard payment terms are net 30 days (from invoice date), unless alternate payment terms are negotiated with the PO contract
• A ‘Receipt’ must be entered in BuzzMart for all POs $3,000 and over
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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 documentation
• Employees 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.
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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.
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FOOD/GROUP MEAL POLICY REMINDERS
• The Food/Group Meal Event Documentation Form is required for all payments made through the Institute– Pcard– Invoice– Check Request Form
– Meal Per Diem limits are imposed for most state- fundedevents. (Excludes FDN and Prof Ed Conference Funds)
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REVISED FOOD/GROUP MEAL DOC FORM
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FOOD/GROUP MEAL PROCUREMENT GRID
• http://www.procurement.gatech.edu/purchasing/food-policy
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PCARD POLICY CHANGES, EFFECTIVE 8/1
• Snacks, bottled water, beverage service cannot be paid for using the PCard
• The PCard can still be used for any event that strictly complies with the state food/group meal policy– Per diem limits– Meeting length requirements (for employee
meetings)– New Procurement Grid and policiesposted to Business Services website.
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LOCAL STAFF WORKSHOPS/CONFERENCES
BEST PRACTICE• All-Inclusive Meeting/Event Per-Person cost can cover
all expenses related to meetings.
• PO and Invoice line item example:8/15-8/16/13 All-inclusive meeting package
32 attendees @ $209/person= $6688.00NOT
32 rooms @ $109 32 daily meals @$100
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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 locations– 1st/last day of conference, only 75% of meal per diem– Employees must be 50+ miles from home and GT headquarters
Special 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)
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SALES TAX
• Payments 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.
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FOUNDATION FUNDED-EVENTS
• Events with the following primary business purpose must be processed directly through the GT Foundation:
• Holiday parties/luncheons• Retirements and ‘Going Away’ events
• Any alcohol (other than PE and participant-paid conferences)
• ‘Extraordinary’ events• Staff retreats that exceed meal per diems or that include
family members or recreational activities
• Business meetings, conferences, student activities, and advisory board activities can be processed through GT AP using Foundation Funds.
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Questions
General purchasing questions: [email protected] questions: [email protected]
Business Services website: http://www.procurement.gatech.edu/