1. Designate 'the approver'
The person placing the order becomes 'the approver' responsible for vendor vetting.
2. Follow ASU's Food Safety Policy
When using ASU funds (Pcard or reimbursement) for campus food delivery or seeking reimbursement with personal funds, adhere to the updated food policy. If a restaurant, bakery or retail/grocery store has a priority violation on a routine inspection, ordering or reimbursement is not permitted.
3. Verify permits and safety
Enter the business name.
Check for sufficient food safety history by clicking the hyperlink permit ID number (on the left side of the page).
4. Documentation requirements
For ASU Pcard transactions, requesting Pcard payment, or reimbursement requests, attach a PDF (example) from the Maricopa County website of the chosen food/beverage provider.
5. Submit the Business Meals Form
Include a paid and itemized receipt and a completed Business Meals form. ASU allows up to $40 per person (before tax and gratuity) for meal reimbursement. Alcohol expenses are not reimbursed and prohiitted on ASU account. Gratuity for meals and non-alcoholic beverages should not exceed 20 percent. Gratuity over 20 percent will not be reimbursed.