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Administrative (Non-Clinical) Policy
This administrative policy applies to the operations and staff of the University of Wisconsin Hospitals and
Clinics Authority as integrated effective July 1, 2015, including the legacy operations and staff of
University of Wisconsin Hospital and Clinics and University of Wisconsin Medical Foundation.
Policy Title: Procurement of Food and Food Supplies
Policy Number: 3.03
Effective Date: May 1, 2016
Chapter: Culinary and Clinical Nutrition Services
To establish guidelines and controls of procurement practices related to food and food supplies, including
approved vendors, purchase orders, substitution requests and approval of invoices.
Food: Any nutritious substance consumed to maintain life and growth.
Master List Products: All approved items necessary for the operation of food venues including, but not
limited to, equipment and maintenance.
Electronic Requisition: A request submitted in PeopleSoft Financials for the purchase of goods, services
Purchase Order: A contract to purchase foods, food supplies, services or equipment.
Unit Price: Retail cost of a food item in a purchase order.
Food Commodities: Any unprocessed or partially processed grain, fruit, vegetable, meat, seafood or
dairy item where the price per unit fluctuates when procuring.
Manual Cycle Count: The method by which inventory and purchases are determined through PeopleSoft
A. Procuring Practices:
1. The Master List Products and Manual Cycle Count will guide the procurement of all food
and food supplies. Steps are outlined in the UW Health Culinary and Clinical Nutrition
Services procurement manual.
2. Approved vendors identified with established accounts in PeopleSoft Financials must be
used for procuring all food and food supplies.
3. All food and food supplies will have an assigned number in PeopleSoft Financials.
4. All orders must have a purchase order assigned to them and costs associated with these
items will be applied against the purchase order.
5. To ensure accuracy, the unit price of each item must be current for all food commodities
at time of order.
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B. Emergency Purchases:
1. In an emergency, food and food supplies may be procured without a purchase order. If an
invoice is received without a purchase order, Accounts Payable (A/P) will not issue
payment until a purchase order has been processed.
C. Delegation of Authority:
1. Approval of invoice discrepancies for non-blanket or standing orders, approval of
invoices for blanket/standing orders and all purchase orders are covered under
Administrative Policy 11.12-Purchase of Goods, Services, Equipment and Approval of
A. Procuring: A manual cycle count must be performed using PeopleSoft Financials and follow the
steps outlined in UW Health Culinary and Clinical Nutrition Services procurement manual.
B. Master List Product Substitution: If an active item is temporarily on backorder, a replacement
item (with or without an item number) can substituted for the timeframe of the backorder.
C. Specific Food Orders and/or Supplies Not Listed in the Master Product List: Food and food
supplies not listed in the Master Product List (or listed as inactive) should be submitted to
ServiceNow as a Culinary Services procurement request.
D. Master List Product Requests: New foods or food supplies can be requested as additions to the
Master Product List using the ServiceNow Culinary Services procurement request form.
E. Total Expenditures and Authorization: Approval of total expenditures and purchase orders, and
level of authorization are covered under Administrative Policy 11.12-Purchase of Goods,
Services, Equipment and Approval of Invoices.
Sr. Management Sponsor: VP, Facilities and Support Services
Author: Director, Culinary and Clinical Nutrition Services
Approval Committee: UW Health Administrative Policy and Procedure Committee
President, University of Wisconsin Hospitals
Chief of Clinical Operations
Next revision: 052019