How to Pay for a Food Order in TechBuy using America To Go

1. How to Pay for a Food Order in TechBuy using America To Go Texas Tech University System August 2014

2. Order your event as usual Place your order well in advance to meet the 10 day minimum that Top Tier requires to process the order through the America To Go punchout. Call the Top Tier Catering Offices at 742-1966 or 742-0400, where an event planner will assist you in planning your event. Top Tier will create a custom item for you to purchase in the America to Go punchout, which will correspond to the Top Tier contract that you are used to seeing. We will continue to generate a contract that has all of the details of your event, but, for your privacy, we will not be using Client or Department names in ATG, but rather your Event Number, Event Date and the amount of the invoice. No other event details will be listed in the America to Go system. Questions? Contact Purchasing at techbuy.purchasing@ttu.edu

3. Getting started in America To Go is easy Log-in to the TechBuy system and select America To Go It will be listed in the punch-out section under Catering Questions? Contact Purchasing at techbuy.purchasing@ttu.edu

4. Set your location • All orders through this system will be Texas Tech University. Later in the ordering process you will select your actual delivery location.

5. Set your delivery time Place your order well in advance This will allow enough time for your approver to approve your order and enough advance notice for Top Tier Catering to prepare for your delivery. Click on the calendar to select a specific date and time (this must match the information given to Top Tier during the quote stage. Top Tier requires at least 10 days prior notice for catering services. Questions? Contact Purchasing at techbuy.purchasing@ttu.edu

6. Find your order online Select your event and simply add it to your cart Simply find it by Event Number, select it, and “add to order”. You must click on the quote number in order to be able to add to your order. Click “next”. Questions? Contact Purchasing at techbuy.purchasing@ttu.edu

7. Confirm your info Top Tier Catering requires that you confirm the number of guests. This should correspond with the number of guests provided to Top Tier. You will still need to confirm the number of guests prior to the event. Questions? Contact Purchasing at techbuy.purchasing@ttu.edu

8. Enter department information Top Tier Catering requires that you confirm your department and the business purpose Questions? Contact Purchasing at techbuy.purchasing@ttu.edu

9. Review transaction screens You will scroll through the next few screens to confirm information. Do not use the favorites feature with Top Tier orders. You will have to obtain a new quote from them for each order. EACH QUOTE MUST BE PLACED ON A SEPARATE REQUISITION. In the location screen reconfirm the delivery address provided to Top Tier.

10. Submit your order If needed, click “prev” to make changes. If you are satisfied with your order, click SUBMIT NOW.

11. Create your requisition in TechBuy • The requisition may be customized just like any other purchase. The Ship To address is not relevant since you have confirmed the delivery location with Top Tier. The FOP may be split with multiple FOPs but the preparer must have permission on each Org Code. The preparer must confirm that the FOPs being used allow fund and if applicable, alcohol. The How To guide for Food and Entertainment has additional information on account codes and the operating policy requirements. • http://www.depts.ttu.edu/procurement/purchasing/howToGuides/documents/Food%20and%20Entertainment%20011314.pdf • The Food and Entertainment OP is http://www.depts.ttu.edu/opmanual/OP72.05.pdf • Some common account codes for food and entertainment include: • 7N4000 Coffee/Soft Drinks—coffee and soft drinks for consumption • 7N4002 Conference—conference or seminar hosted by TTU (does not include goods and transportation • expenses for attendees) • 7N4003 Departmental Event—allowable departmental event including annual departmental events or • other events to promote the department • 7N4004 Business Meetings—allowable expenses for business meetings, such as candidate lunches • 7N4005 Official Functions—events which involve non-university participants such as donors, state • officials, alumni, etc. • 7N4009 Recruiting Event—official student recruiting events • The latest food and exception forms can be downloaded at http://www.depts.ttu.edu/procurement/forms/ under Food Forms.

12. NextSteps Upon submission, your requisition is returned to your TechBuy shopping cart. You will be taken through your normal requisition workflow and your order will be submitted for approval. 1. YOU MUST ATTACH THE QUOTE PROVIDED FROM TOP TIER TO THE INTERNAL NOTES. 2. A PREPARED AND SIGNED FOOD FORM MUST BE ATTACHED IN THE INTERNAL NOTES TO THE REQUISITION OR THE ORDER WILL BE RETURNED. ALL CATERING TRANSACTIONS MUST COMPLY WITH OPERATING POLICY 72.05 Expenditures for Official Functions, Business Meetings, and Entertainment. The order will then be confirmed by Top Tier Catering. You will receive a confirmation email from America To Go once your order has been confirmed. For all questions regarding the America To Go system, please contact Texas Tech Purchasing: techbuy.purchasing@ttu.edu For customer service questions, Top Tier Catering and the ATG Customer Care team are available. (806) 742-1966 catering@ttu.edu (866) ATG- TOGO customerservice@americatogo.com Questions? Contact Purchasing at techbuy.purchasing@ttu.edu