When should I use the Meeting & Entertainment Payment Request form in BearBuy?

Submit the Meeting & Entertainment Payment Request form to pay for catering related expenses for an event held off-campus** ONLY IF the vendor does not require a contract.* Typically, you will submit the form after the event; however, you may submit additional request(s) as needed to pay a deposit or other required payments before the event. Please be sure to attach the invoice (and/or vendor memo for a deposit) to your request. The request will be reviewed by Accounts Payable before payment is released to the supplier. For more details, please read the Meeting & Entertainment Payment Request form instructions and FAQs.

*Note: An agreement regarding logistics only (e.g., food, price, attendee count) with no binding contractual language does not require review by your Department-Assigned Buyer and should not be submitted on the Facility Rental form. These simple confirmations do not need to be routed to a Buyer, as long as the confirmation does not include any terms and conditions.

**For on campus catering, please use the America To Go punch-out catalog in BearBuy