Expenditures for food and beverages should be limited to activities where they serve a necessary business purpose, such as donor events, student recruitment, student or employee recognition, or externally sponsored programs when permitted. Routine internal meetings should generally not include College-funded meals or refreshments.
Please note, submitting your PACES Catering request and subsequent purchase requisition in Bear Essentials well in advance of your need is highly recommended. This will allow both departments to have the necessary time to successfully process the request. At a minimum, 14-day notice is required.
Requisitioners should:
- Submit a PACES Catering Request
- Use this information to process a purchase requisition in Bear Essentials
- Use this information to process a purchase requisition in Bear Essentials
- Enter a “Non-Catalog” purchase requisition in Bear Essentials
- Supplier name = Potsdam Auxiliary and College Educational Services Incorporated
- Itemize each line on the purchase requisition to match the catering request
- Provide justification for the purchase in a comment
- Attach appropriate backup including but not limited to:
- Flyer/Advertisement
- Agenda/Schedule
- List of Attendees
- Identify students, staff, and non-employees
- Submit requisition for approval
- Status of requisition can be tracked by going back into the requisition
- Status of requisition can be tracked by going back into the requisition
- A purchase order (PO) will be processed and emailed to stinsoma@potsdam.edu if/when all approvals are received
- This will be PACES indication to fulfill the catering request
- This will be PACES indication to fulfill the catering request
- If/when changes need to be made to the order:
- Contact PACES for a revised catering request
- Email the revised catering request & PO/requisition number to purchasing@potsdam.edu with requested changes
- A revised PO will be sent to stinsoma@potsdam.edu
- After the event takes place:
- PACES will email a final invoice to requisitioner and ap@potsdam.edu
- Requisitioner enters a Receiver on the PO
Questions?
- For assistance with PACES Catering, contact Morgan Stinson at x3097 or stinsoma@potsdam.edu.
- For assistance with Bear Essentials, contact Ben Chapple at x2144, chapplbr@potsdam.edu or purchasing@potsdam.edu.