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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: Food Catering at UW Health
Policy Number: 3.15
Effective Date: May 1, 2016
Chapter: Culinary and Clinical Nutrition Services
To establish catering guidelines for catering services at UW Health.
This policy provides pertinent information and instructions for effective planning, ordering, and payment
of catering services provided by culinary service departments. Guidelines vary depending on the
institution and funding source. Completed catering requisition(s) and three and a half day (3 1/2) advance
reservation(s) are required for proper execution of functions. Large receptions (> 100 people) and catering
functions require a seven-day (7) advance notice.
Culinary service departments will provide catering services for Hospital Departments, Medical Board and
Standing Medical Staff Committees, other University Departments, and non-University Organizations.
Events funded by the Hospital or private non-state funds have the option of using hospital catering
services or private caterers.
Culinary service departments will coordinate food, equipment, and staff needs for each event taking into
consideration the occasion, number of participants, location, time of service, food preferences, funding,
food and labor costs, and applicable policies and procedures.
III. FORMS USED
NetCatering Online Order Form (https://netcatering.uwhealth.wisc.edu)
Application for Alcoholic Beverage Permit
IV. GUIDELINES FOR OTHER UNIVERSITY DEPARTMENTS AND NON - UNIVERSITY
A. Catering Services for Other University Departments:
All requests for catering of meals and refreshment breaks must be approved by the Madison
Campus Pre-audit Office on a UW Internal Requisition UW (2)-8 10/89 (80M) prior to placing an
order for catering services. This information is needed at least three and a half work days (3 1/2)
before the requested service.
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B. Catering Services that use private, non-State or cash funds to pay for the catering expenses:
No restrictions are placed on meals or refreshment breaks that use private, non-State funds to pay
for catering expenses. Catering service will be provided for non-State funds to pay for catering
expenses. Catering service will be provided for non-University organizations and individuals on
a cash, internal work order, or credit card basis.
V. GUIDELINES FOR AUTHORIZED HOSPITAL CATERING FUNCTIONS
A. The University of Wisconsin Hospitals and Clinics specifically authorizes catering services per
established guidelines for the following functions: Medical Board and Standing Medical Staff
Committee Meetings, meetings necessitated by state/federal regulatory agency rules, and
designated hospital functions. Medical Board and Standing Medical Staff Committee Meetings
are required to fulfill accreditation standards established by The Joint Commission
(TJC). Participants voluntarily give of their time without compensation and meet at times that
minimize the conflict with direct patient care or business. Authorized hospital functions are the
Board of Directors and Standing Board Committees, Training programs, Employee Recognition,
Volunteer activities, Educational meetings for the Public and Reciprocal Professional Group
B. Meetings of employees, board and committee members should be held in hospital/university/state
buildings whenever possible and/or at the most economical cost to the hospital.
C. Payment must be arranged at the time the catering order is placed and made by the sponsor of the
function directly to UW Health. The catering request must include the number of attendees.
VI. GUIDELINES FOR ALLOWABLE MEAL AND REFRESHMENT BREAK EXPENSES FOR
AUTHORIZED HOSPITAL CATERING FUNCTIONS
A. Allowable Expenses - Catering services are acceptable only in association with a business
meeting that meets one of the following criteria:
1. The business could not be conducted effectively in such a manner so as to avoid the
necessity of the meal. Participants voluntarily give of their time without compensation
and meet over the meal periods to minimize disruption or conflict with direct patient care
or business. These meetings have an agenda which is distributed prior to the meeting and
written minutes documenting proceedings.
2. Culinary service facilities are not available within the building or immediate area of the
meeting where attendees could obtain and consume food on their own within a typical
3. The majority of attendees are not Hospital employees. For purposes of applying this
provision, board members are not considered employees.
4. Refreshment break expenses must be limited to one break each morning and afternoon.
B. Appropriate Authorizing Level - Director, Department Head, or designee with financial
responsibility for operating unit.
C. Documentation Requirements - The following documentation must accompany the request for
1. Meeting name
4. Time (beginning/ending)
5. Method of payment
6. Food items requested
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D. Menu and Type of Service - Hospital authorized and funded refreshment breaks and meals will be
served in the most appropriate cost-effective manner. Culinary service departments will offer a
variety of menus to stay within the specified expenses for catering events, while also monitoring
food and production costs for the event Refreshment breaks will be served on disposables.
Delivery will be scheduled on a first come, first serve basis. Multiple delivery requests at the
same time may necessitate distribution over a 15 to 30 minute time span. Culinary service
departments will notify departments when this situation occurs. All catering equipment must be
returned immediately following the service. Replacement cost of unreturned catering equipment
will be charged to the requesting department.
E. Alcoholic Beverages - Board of Regents Rule U.W.S. 18.06(13), Wis. Adm. Code specifies the
following conditions for the consumption of alcoholic beverages:
1. Alcoholic beverages are considered an amenity for a social or business occasion and
NEVER the purpose or focus of the occasion.
2. Alcoholic beverages normally are not served or consumed in academic, administrative, or
research areas during usual business hours.
3. Alcoholic beverages are permitted only at organized functions, subject to an alcoholic
beverage permit issued by the Chief Executive Officer (CEO) or designee. In issuing the
alcoholic beverage permit, the CEO or designee shall require that:
a. Possession and consumption of alcohol beverages be limited to the time period
and to the room or location specified in the Permit.
b. A responsible employee be identified on and sign the Permit application. The
employee's duties shall be:
i. To be present at all times during which alcohol beverages are served or
ii. To assure that the conditions of the Permit are observed by all persons in
attendance at the function
iii. To assure that underage and intoxicated persons do not consume alcohol
c. An appropriate selection and quantity of non-alcohol beverages must be available
and, depending upon the nature of the function and its duration, that an
appropriate selection and quantity of food be available.
d. Such other conditions as may be specified by the CEO or designee, or Authorized
University Official, to insure that alcohol consumption, consistent with
institutional policy, is appropriate to the occasion.
4. Sale of alcoholic beverages is allowed only by culinary service departments for catered
functions that meet the above requirements. Culinary service departments must receive a
copy of the Alcoholic Beverage Permit with the required approvals prior to service of
alcohol for the catered function.
5. The sale of alcoholic beverages for catered function will be on a cash pay basis. Hospital
funds may not be used to pay for alcoholic beverages.
VII. PROCEDURES FOR ORDERING CATERING SERVICES
At least three and a half (3½) days prior to the catering event, and seven (7) days for large or elaborate
receptions (>100 people), the staff person responsible for the meeting will use NetCatering to submit a
catering order request. The catering request will include pertinent information requested on the form and
required per established policies. Applicable approvals and documentation will accompany the request.
Catering expenses will be calculated on the day of service and submitted to Fiscal Affairs at the end of the
month for billing of appropriate department accounts, University departments, or private funding sources.
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Sr. Management Sponsor: VP, Facilities & Support Services
Author: Director, Culinary and Clinical Nutrition Services
Approval Committee: UW Health Administrative Policy & Procedure Committee
President, University of Wisconsin Hospitals
Chief of Clinical Operations
Previous revision: 052013
Next revision: 052019