November 18, 2005

TO: Executive Staff Members, Deans, Directors, Chairs
       (Administrators for MBJ Food Services Invoices)

FROM: Robert M. Pignatello,
             Senior Vice President and Chief Operating Officer

SUBJECT: FOOD SERVICES POLICY

The College has adopted a new policy regarding food service requests in an effort to reduce expenditures in this area which last year exceeded $300,000. Consequently we ask that the following steps be taken when requests are made to MBJ for services exceeding $100.

1. Inform your area Vice President and obtain approval prior to the event.
   
   
2. Once the event has been approved, obtain a price quote from MBJ Food Services, and have your supervising VP approve the quotation. Note that MBJ will provide you with a detailed quote.
   
   
3. Submit your food services’ quote to the Office of Finance and Administration for pre-approval at least one (1) week prior to the scheduled event, with a description of the event, which should include the date, time, location, and number of attendees anticipated. Further, you must identify the funding source for payment, namely, Aux. Corp., SEEK, Freshman Services, RF and other (for retirements, showers, etc.)
   
   
4. The Office of Finance & Administration will notify your supervising VP, MBJ Food Services and you (the requestor) via email as to the status of your request, i.e., whether the request has been approved modified or denied (or whether additional information is needed). Note that the email will contain a scanned version of the quote.
   
   
5. When submitting the invoice for payment, include a copy of the approved scanned quote received from the Office of Finance and Administration and follow the procedures for payment established by your identifying funding source.
   
   
6. If you have any questions regarding the status of your food request, please contact Ms. Nicole McNeil, Executive Assistant to the Senior Vice President of the Office of Finance and Administration, at extension 8612 or extension 8500, if she is unavailable.
   
   
7. Please contact Helen Cedeno, Director of Accounting Services at extension 8485 for questions regarding this policy.

I thank you for your cooperation in this matter.

HDC/hdc

C: Helen Cedeno, Director of Accounting Services
Patricia Ketterer, Executive Director of Financial and Business Services
Cabinet Members