Event Coordinator’s Network

1. Event Coordinator’s Network Policies and Best Practices in Catering, Meeting & Event Procurement Willie M. Palmer & Sharon Jackson Business Services 8/7/2013

2. agenda • What is new? • Best Practices: Catering /Hotel contracts • Contract Approval/ Requisition process • How to Make Payments

3. 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

4. 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

5. NEW E-VERIFY REQUIREMENTS • http://www.procurement.gatech.edu/E-Verify

6. NEW E-VERIFY REQUIREMENTS

7. TYPES OF PHYSICAL PERFORMANCE OF SERVICES

8. 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

9. AUTHORIZED GT CATERERS • LIST OF SECONDARY CATERERS FOR ON-CAMPUS EVENTS

10. 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

11. 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.

12. 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

13. 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

14. 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

15. 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

16. 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 purchasing.ask@business.gatech.edu for non-contract vendor catering agreements less than $2,500 or other special contacts that require signature.

17. The agreement or contract is in place, The event was a success, Time to make the Payment!

18. 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 apinvoices@gatech.edu • 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

19. 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.

20. 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.

21. 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- funded events. (Excludes FDN and Prof Ed Conference Funds)

22. Revised food/group meal doc form

23. Food/group meal procurement grid • http://www.procurement.gatech.edu/purchasing/food-policy

24. 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 policies posted to Business Services website.

25. 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= $6688.00 NOT 32 rooms @ $109 32 daily meals @$100

26. 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)

27. 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.

28. 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.

29. Questions General purchasing questions: purchasing.ask@business.gatech.edu Payment questions: ap.ask@business.gatech.edu Business Services website: http://www.procurement.gatech.edu/