Catering and Food

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What form to use for Food:

1. Service request form - is to be used for events before or after the event date.
2. Non encumbered - Only to be used for restaurants
3. Non catalog form - Not for food.

General Guidelines:

• New August 2023: Review the Food & Beverage Expense Guidelines by Funding Source.
• Please hold events on campus at campus meeting centers.
• Bottled Water is discouraged. Please use Stony Brook Foundation funding to purchase bottled water. (Culinart can provide a sustainable water option for campus meetings).
• Please do not use personal funds/credit cards and instead contact the dining establishment to determine if direct billing is available.
• P-cards cannot be used for food purchases. Limited exceptions may be granted by contacting the P-Card Administrator (sbu_travel_expense@stonybrook.edu).  
• Payment for alcoholic beverages is not permitted. Payment for alcohol may be allowable through Stony Brook Foundation funding.
• Stony Brook University is exempt from New York State and local sales tax. A tax-exempt certificate should be provided to the establishment.
• Internal Business Meals in excess of per diem limits are an exception and require completion of the appropriate exception approval.

 

CULINART STATE FUNDED CATERING PROCEDURE:

Campus departments that purchase from CulinArt using STATE FUNDS are not required to submit a WolfMart Service Request Form. Please follow the process below to place your orders:

1. Go to Catertrax – CulinArt’s on-line ordering system https://sbucatering.catertrax.com/
2. Include an event justification in the Catertrax “Order Name” field.
3. Under “Payment Information” enter STATE in the “Payment” field and enter your 8-digit account number in the “State Account” field.
4. Acknowledge having read both the CulinArt rules/requirements in Catertrax and the Stony Brook University Food Policy that includes the current per-person meal allowances rates.
5. New August 2023: Follow per diems outlined in the Food & Beverage Expense Guidelines by Funding Source.
6. Ensure your CulinArt Catertrax order is correct before the event and communicate all changes with CulinArt.
7. Ensure that someone is available to receive and sign for the food. CulinArt will no longer leave food unattended.

If you have any problems, questions or need a log-in for Catertrax then please contact:

Lisa Battiste, Director of Operations Phone: 631.632.6489 | Cell: 631.969.6938  LBattiste@culinartinc.com | Main Office: (631) 632-6522  

FSA Windows

FSA Windows is available for catering service to departments using RF IDC and sponsored funds. Departments using State funds do not need to submit a purchase order; however, they must follow the Stony Brook University Food & Beverage Expense Guidelines by Funding Source, adhere to the per diem rates, and provide an event justification. For more information, visit http://www.stonybrookmedicine.edu/windowscatering or email windowscatering@stonybrookmedicine.edu.

 

 

CULINART RF FUNDED CATERING PROCEDURE:

Campus departments that purchase from CulinArt using RF Sponsored or IDC Funds must order through WolfMart. Please follow the process below to place your orders:

1. Go to Catertrax – CulinArt’s on-line ordering system https://sbucatering.catertrax.com/
2. Once you have completed your on-line order a Catertrax Order Number will be generated.
3. Complete a Service request form requisition in WolfMart and attach the following:
   • • • • • The Catertrax Order
         • Business purpose/event justification
         • List of Invitees
4. Ensure your CulinArt Catertrax order is correct before the event and communicate all changes with CulinArt.
5. New August 2023: Follow per diems outlined in the Food & Beverage Expense Guidelines by Funding Source.
6. Ensure that someone is available to receive and sign for the food. CulinArt will no longer leave food unattended. 

 

PROCEDURES FOR STATE AND RF CATERING (OTHER THAN CULINART)

1. Plan ahead to anticipate your need for catering services. A WolfMart Service Request form should be submitted at least two weeks prior to the event for a purchase order to be issued.
2. Banquets and catering services in excess of $2500 require demonstration of price reasonableness when using NY State funds. Submit the service request form in WolfMart and attach the following:
   • • • • • The vendor's quote(s)
   • Business purpose/event justification
   • List of Invitees
3. New August 2023: Follow per diems outlined in the Food & Beverage Expense Guidelines by Funding Source.
4. The maximum gratuity is 20% and applied to the cost of the meal. Meal allowance rates are inclusive of the gratuity.
5. Deposits for State funded purchase are discouraged. If non-negotiable then please leave a minimum of 2 weeks to get the deposit from Accounts Payable.
6. Make sure there is someone available to receive and sign for the food. 

 

PROCEDURES FOR DINING OUT

Dining out for university business does not require a purchase order.  Campus departments have two payment options:

1. The preferred method is direct vendor billing.  Please contact the dining establishment before dining to determine if direct billing is available.
   • • • • • After the event the department must submit a WolfMart Non-Encumbered Payment Form. Attach the vendor's itemized invoice, business purpose/justification and list of attendees.
2. If direct billing is not available, personal funds/credit cards may be used. To request for reimbursement, complete a paper purchase requisition PROC0065.
   • • • • • Attach the vendor's itemized receipt, business purpose/justification and list of attendees and email to nonencumbered@stonybrook.edu

Furniture

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Stony Brook University supports furniture purchasing.

1. All Furniture must be a commercial grade from a reputable source.
a. Quality furniture has a lifetime warranty and is built to withstand heavy usage.
b. The dealers will to come to your workspace and design your space free of charge. Please reach out to Procurement at ext. 2-6071 if you are looking for one chair or to redesign a new space.
c. Once you have an approved design and quote please use a Non catalog Form in WolfMart and attach the quote. Separate manufacturers require   separate requisitions
d. Surplus inventory may be available, please contact Property Control at ext. 2-6306
e. If you have a surplus, please donate it to the Property Control Office. State property should be returned to the state not discarded.

2. When you are ready to place your order, furniture will take 6-8 weeks and is made to order:
 a. Furniture is not returnable as it is custom made
 b. There are quick ship items please ask the vendor if your need is immediate.

3. Prevailing wage is required to be paid for all items being bolted or screwed to the building including: 
a. White boards
b.  Bulletin boards
c.  Displays
d.  Cubicles

4. Who can you purchase furniture from? The hierarchy is:
 a. The NYS Preferred Source has a limited portfolio of furniture items. Please contact Procurement at 2-6071 to determine if a release is   recommended from utilizing the Preferred Source.
 b. Office of General services (OGS) hold dozens of furniture contracts with reputable manufacturers and dealers. There furniture is designed for   commercial and educational use. You do not need three quotes as this has already been bid out and is on contract.
 c. Consortium’s, Minority Woman Owned Business (MWBE’s), Service-Disabled Veterans (SDVOB) and SUNY Contracts have become widely accepted and can help expedite your furniture purchase.

Furniture Supplier Infomations

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NYS Preferred Vendor

• Corcraft

James E. Roschilla

Phone: (516) 852 - 1992

Email: Jim.Roschilla@doccs.ny.gov

Approved Vendors

Herman Miller dealers: 

• VRD (WBE)

Paul Chiarelli

Office Phone: (631) 563-9195

Mobile Phone: (516) 506-3223

Email: paul@thetelcargroup.com

• Alianza Services LLC/WBWood (MBE)

Beth O'Boyle

Office Phone: (212) 685-1335

Mobile Phone: (917) 209-9673

Email: bo'boyle@wbwood.com

 

Steelcase dealer:

• Waldners (WBE)

Sue Lyons

Office Phone: (631) 844-9326

Mobile Phone: (631) 944-2428

Email: slyons@waldners.com

National dealers: 

• Waldners (WBE)

Sue Lyons

Office Phone: (631) 844-9326

Mobile Phone: (631) 944-2428

Email: slyons@waldners.com

• VRD (WBE)

Paul Chiarelli

Office Phone: (631) 563-9195

Mobile Phone: (516) 506-3223

Email: paul@thetelcargroup.com

• Alianza Services LLC/WBWood (MBE)

Beth O'Boyle

Office Phone: (212) 685-1335

Mobile Phone: (917) 209-9673

Email: bo'boyle@wbwood.com