Catering - Urbana Campus

University Catering is the preferred caterer for Urbana Campus events.

The University supports several internal catering services that are easy and convenient through University Housing and I-Hotel and Conference Center Link opens new window (click on “Locations”) and Illini Union. The benefits to using University Catering include:

  • An approved purchase order is not required.
  • The department’s C-FOP is charged directly by University catering.
  • The department does not need to collect a certificate of liability insurance from the vendor or verify the vendor is on the Insured Caterer’s list.

What is a non-University caterer?

A non-University entity (outside vendor) that serves food, beverages, and/or liquor at an event primarily attended by or open to the general public is considered a “caterer” for University purposes. Besides providing food, beverages, and/or liquor the vendor would typically provide set-up (including the use of caterer-provided equipment), food service/onsite preparation, and clean-up. Caterers are required to comply with University policy including having proper certifications, licenses, and insurance.

Examples of catered event:

  • Social Events
  • Official Receptions
  • Development events
  • Alumni Receptions

What is a non-catered event?

A “non-catered” event would typically be an event consisting of food/beverage drop off. The delivery person would not do set-up, service, or on-site preparation. Vendors delivering food items for non-catered events are not required to be on the insured caterer’s list. Some facilities have exclusive catering agreements that do not allow the drop-off of food and beverage items in the facility. Please check with the facility to ensure drop-off food and beverages are allowed.

The T-Card may be used for non-catered events that do not require a contract, up to T-Card limits. Please refer to the OBFS T-Card Policy located on the TEM Resource Page.

A vendor does not need to have a master contract with the University to provide food/beverage drop off for non-catered events and does not need to be on the Insured Caterer's List (see below).

Important Catering Information

For a complete explanation of catering definitions and insurance requirements, please visit the University Risk Management website Link opens new window.

If the event will serve liquor/alcaholic beverages for an Urbana Campus Unit or any Campus unit using an Urbana Campus facility, the Urbana Campus Alcohol Management form must be approved prior to your event. Please refer to the Campus Administrative Manual on University of Illinois Alcohol Management Policy Link opens new window for instructions and online submission of the Alcohol Approval Form Link opens new window.

Alcoholic beverages may be purchased according to policy established in OBFS Policy Section 8, Payments and Reimbursements. UIUC Campus Units or any Campus unit using Urbana Campus facilities must also adhere to the University of Illinois Alcohol Management Policy Link opens new window and completion of the Alcohol Approval Form Link opens new window. Approval must be received prior to event.

Utilizing Master Contracted Vendors for Catering

T-Card Purchases

The T-Card should be used to purchase catering using the master catering contracts.

  • University Units may obtain a quote from one of the Master Contracted Caterers listed on the spreadsheet below.
  • Units should verify that the pricing submitted on the quote matches the University contract pricing and resolve any pricing issues with the Contractor prior to placing an order.* Make sure sales tax is not included as the University is tax exempt.
  • Contractor provides a Catering Event Order listing the details of the event to be reviewed, signed, and returned to Contractor by Unit T-Card Cardholder. University will not prepay any Catering Event Order.
  • If Contractor quote exceeds $4,999, the Unit T-Card Cardholder submits a T-Card Exception Request to the UPAY Card Services, formerly Corporate Card Office. The form is located on the TEM Resource Page under T-Card Policy. The Exception Request Form must be approved prior to purchase. Please allow 10 business days for processing.
  • Unit T-Card Cardholder may place an order with a Master Contracted Caterer.
  • Contractor provides an original, final, detailed invoice/receipt including the Master Contract number to the T-Card Cardholder. Food, alcoholic beverages and gratuity amounts must be listed separately.
  • Unit T-Card Cardholder reviews the final invoice for accuracy and approval.
  • Unit T-Card Cardholder contacts Contractor with the T-Card number.
  • Unit T-Card Cardholder creates an Expense Report in the TEM System to allocate the T-Card transaction. See OBFS Policy Section 8, Payments and Reimbursements for documentation requirements.
  • Units must keep a copy of the original receipt on file. Please refer to the TEM Resource Page for processing receipts.
  • Contractor is prohibited from issuing summary billing and/or creating a House Account (an extension of credit granted by Contractor accepting partial payments of an invoice over a period of time).

*If you need assistance to resolve pricing discrepancies, please contact Purchasing.

Benefits of Using a Master Contracted Vendor for Catering

  • An approved purchase order is not required.
  • Master Contracted Vendors will receive an expedited payment process when paying with a University T-Card.

What if a vendor with a master catering contract requests a purchase order?

  • Obtain a quote from a master contracted catering vendor.
  • Submit a Banner requisition to Purchasing.
  • Add the Vendor Contract number in the first line item description field.
  • Submit the quote and any other documentation via e-mail to urbanapurchasing@uillinois.edu. Type the Banner Requisition number in the subject line of the e-mail.
  • The Purchasing Office will establish a standing purchase order to allow for processing of multiple payments and/or change orders that may occur.

Instructions for non-Master Contracted Caterers:

  • Obtain a quote from a catering vendor.
  • Submit a Banner requisition to Purchasing.
  • Submit the quote and any other documentation via e-mail to urbanapurchasing@uillinois.edu.
  • Type the Banner Requisition number in the subject line of the e-mail.
  • The vendor must submit a valid certificate of liability insurance meeting the minimum requirements to the Urbana Purchasing Office prior to the approval of any Purchase Order. The vendor will be added to the Insured Caterer’s List.
  • The Purchasing Office will establish a standing purchase order to allow for processing of multiple payments or change orders that may occur.
  • Due to the processing time that may be required to review and negotiate terms and conditions, please allow at least three weeks for processing through the Urbana Purchasing Office.

Insured Caterer's List

  • The insured caterer’s list shows those vendors who currently meet the Urbana campus insurance requirements.
  • Insured Caterer's List Link opens PDF file [updated: 4/22/14]

Who to contact

Urbana Purchasing - Phone: 217-333-3505

Last Updated: April 22, 2014