Meeting and Entertainment Approvals

April 25, 2014
Meeting & Entertainment
Town Hall
• BearBuy and Catering
• New Catering and Meeting & Entertainment
– What’s New
– What’s Changed
– What Remains the Same
• Catalog Shopping Preview
• Project Update
BearBuy and Catering
• UCSF has over 10,000 catering events;
spending over 10 million dollars per year.
• Catalogs provide simple, automated process
for ordering and paying for goods and services
from frequently used suppliers.
• We are adding a catering catalog for campus
users to improve the ease of ordering and
paying for these services.
• Launching at the end of April or May.
BearBuy Catering Process
• America To Go: A punch-out catalog with over
30 local restaurants and caterers delivering to
UCSF locations.
• Meeting and Entertainment Payment
Request form in BearBuy: For payments to
caterers delivering to UCSF.
• Meeting and Entertainment Approvals in
Who is in the Catalog?
What if I want to use a caterer
outside the catalog?
• Ask Caterer to join the America To Go catalog.
• Department Responsible for ensuring:
– Caterer has current and satisfactory licenses and
– Caterer provides Insurance naming UCSF as
additionally insured.
• Use new Meeting and Entertainment Form.
– Based on discontinued paper CRÈME form.
– Form automatically routes to M&E approvers.
– The caterer will be paid after all approvals, including
Changes to Meeting & Entertainment
Approval in BearBuy
• New Meeting & Entertainment approver role
created for BearBuy.
• Existing Meeting & Entertainment approvers have
been setup with new M&E approver role in
• Any new Meeting and Entertainment Approver
will need to:
– Complete a System Access Request.
– And send a Signature Authorization form (U-242) to
[email protected]
What’s Unchanged with Meeting &
Entertainment Process
• Exceptional Approval: Remains outside the
BearBuy system using paper forms.
– Attach approvals to Catalog orders and forms.
• Facilities Request Forms must still be used for
off-campus events or when a contract requires a
• AP will review the M&E Payment Request Form
prior to release of payment.
• Moffit Catering is available on the BearBuy
website for ordering.
What about Catering through
Campus Life Services?
• Love your Vendor. Buy on Campus. Support
Arts and Events by selecting On-Campus
Vendors in the America To Go Catalog.
• Partial proceeds fund UCSF Arts and Events
• Catering Charge program ENDS when the
Catalog goes live.
America To Go Catalog
Searchable menus, including downloads.
Saved favorite orders.
Catalog calculates per person costs.
Approved Caterers with insurance on file.
Email order confirmation.
Love Your Vendor: On-Campus Vendors are
easy to find and support.
• 24x7 telephone support from America To Go.
Catalog Shopping in BearBuy
Landing Page
Planning an Event.
Selecting a Caterer.
Campus Compliance Requirements.
Confirming Orders.
Catalog Landing Page
Planning for an Event
• Provide the date & time for delivery under
Order Time.
• Allow time for your assigned M&E Approver to
approve the order before the event.
Select a restaurant or caterer
Once you set a delivery time, a list of available and approved vendors will appear
Click on a vendor’s name
to view more
Click the logo and the ORDER NOW
button to view the menu.
Campus Compliance Requirements
Provide required information:
 Number of Attendees
 Calculates per person cost
 Meal Type
 Activity Type
 Alcohol
 Additional Approvals required
 Host Name
 Business Purpose
 Attach Guest List
Confirm your order
• Review Order Summary.
Type of Activity
Per Person Costs
• Return Order to
BearBuy for M&E
Next Steps
• Do you have the correct role?
– Who purchases and who approves catering?
– Identify participants for training in BearBuy.
• Take Recommended Training
– Entertainment Approval and Form Training for
M&E Approvers on the Controller’s website.
– America To Go Catalog Training for Requesters and
Shoppers on the BearBuy website.
• Use America To Go at the earliest opportunity.
Additional Resources
• America To Go Frequently Asked Questions
• BearBuy Procurement and Newsletter signup:
• Controller’s Office Newsletter signup:
• Business 79, Meetings and Entertainment Policy:
• BearBuy Training Materials:
• Meeting & Entertainment Payment Request Form Training:
Campus Contacts
• For questions about America To Go: Stacey
Templeman, Catering Project Lead:
[email protected]
• For questions about catalog caterers or tasting
events: Carolyn Greer, America To Go Account
Manager, Email: [email protected]
• For questions about Meeting and Entertainment
Policy: [email protected]
• For questions about using BearBuy:
[email protected]
Any Questions?

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