Note this is not for travel-related meals. Find information on travel meals on Travel Resources.
UW-wide food purchasing restrictions, effective March 14, 2025
Food purchasing
We’ve been asked to take a more conservative approach to food and catering expenses across all funding sources. While we recognize the value these expenditures can have for engagement and morale, adjustments will be made to bring spending more in line with current priorities. This may include scaling back on food for certain events or rethinking the frequency and format of regular gatherings. We appreciate your understanding as we explore more cost-effective approaches moving forward.
Funding support
Many UW funds are either not approved for food and/or alcohol purchases, or have some restrictions. The University has a strict policy and procedural steps for approval to pay for meals and/or light refreshments when using a budget that is not discretionary or not food-authorized. Please see the Procurement Services outline for the Food Approval Policy and Applicability.
*Grant, contract, or other sponsored project funds may not be used if the sponsor regulations or specific agreement guidelines prohibit the purchase of food for the purposes covered by this policy.
Food approval policy
A Food Approval Form (UW Form 1798) is required* and must be filled out and approved in advance, prior to the date when food will be served.
*A food approval form is not required when meals/refreshments are funded by gifts or grants, where food purchases are allowed by the donor or sponsor.
The following information will be required when requesting a purchase or reimbursement:
- List of attendees
- Business purpose
- Itemized receipt/s
- Budget Approval
Per Diem amounts DO apply and any overage amounts will need to be placed on a discretionary budget. More info on Non-Travel Reimbursements.
Course-related requests
HCDE does not provide funding for food/refreshments as a part of courses (e.g., end of year refreshments, evening courses, etc.). However, here are the exceptions to this policy:
- End of Quarter Showcase with the following criteria (contact Jane Skau - janei@uw.edu):
- Well-publicized (public event) from the start of the quarter, and
- Cannot occur prior to course evaluation administration.
- As part of an award (e.g., Capstone, DEI Mini Grant, Doctoral Grants, etc.) - contact the HCDE Fiscal Team (hcdefiz@uw.edu)
Alcohol policy
Alcohol is only paid for by the department with prior approval and under the following circumstances:
- Faculty recruitment
- Department sponsored events
Other pre-approved events: please contact the HCDE Administrator or Chair for approval.
Missing receipts?
Food purchases under $75 without an itemized receipt, will need additional info outlined in the $75 Supporting Documentation Waiver Policy. Reasonable efforts should be made to obtain the receipt, and without a receipt both an attestation of efforts made and that there was no alcohol purchased will need to be submitted.