Business Services

Purchasing Food and Beverages

Effective date: April 28, 2015

This policy only applies when using Chart 1 funds to purchase food/beverages which are not covered by/included in an event registration fee.

Alternate rules for purchasing food and beverages:

  • For Chart 2 and 3 funds, contact University Advancement
  • For Service and Activities (S&A) fees, see S&A Guidelines
  • Associated Students policies

Cheat sheet to determine what forms are required for your food purchase.

For meals during travel status, follow the Authorizing and Reimbursing for Travel for Official University Business policy (POL-U5348.10).


POL-U5348.16 - Purchasing Food and Beverages


PRO-U5348.16A - Purchasing Food through Aramark Services
PRO-U5348.16B - Purchasing Food with P-Card and Outside Vendor
PRO-U5348.16C - Purchasing Food from Outside Vendor Using Personal Funds


  • Chart 1 - Food and Beverage Approval Form - FRM-U5348.16A
  • Chart 2 - Food and Beverage Approval Form - FRM-U5348.16B
  • Justification for Use of Non-State Facility - Form

Applicable Regulations

Washington RCW 43.03.050
State Administrative and Accounting Manual 70.10; 70.15; 70.20;
Federal OMB A-21 (Sec J32; J17)

Question & Answers

Attendee List Requirement

On the FBA form Section III (Event Information), indicate the name of the groups that are being invited to the event. For example, “Open invitation to Biology Department faculty and staff.”

On the FBA form Section III (Event Information) indicate, “Invitees include faculty and staff; names are being withheld to for privacy reasons.”

* Food purchases made with grant funds may have different requirements in regards to providing.

Aramark Catering Requirement

No. However, the following are Bellingham venues that allow Aramark to cater are:

  • Squalicum Boathouse
  • Lairmont Manor
  • Fairhaven Ferry Terminal

Attendee Fees

Examples of an attendee fee are:

  • A conference registration fee
  • A vendor fee to participate in a campus fair
  • Field trip course fee


Nicole Goodman,
BFA Policy Coordinator/Internal Controls