Catering and/or Food Supply Request Policy

PDF Version of this Policy

Policy

1. All catering and food supply orders must be submitted via the CaterTrax program on SPUH intranet and in accordance with the procedures outlined below.
2. Administrative approval is required for all catering requests.
3. The Food and Nutrition Department, as outlined by NJDHSS standards, is unable to cook/re-heat any food brought in from outside sources.

Purpose

To delineate the procedures for ordering any/all catering and/or food supplies provided by Food and Nutrition Services Department and thereby provide consistent services.
To comply with regulatory health and safety requirements.

Policy

1. CaterTrax can be accessed via SPUH intranet, non-clinical applications (Chef's Hat icon)
2. Catering orders are to be submitted 48 hours in advance for approval. For functions that require special table service (linens, china, and glassware) and special decorations such as theme décor or floral, orders must be placed fourteen (14) days in advance.
3. Final count for events over 100 guests must be submitted 7 days prior to the event
4. CaterTrax will block same day orders and weekend orders. Same day orders and weekend orders require verbal approval from Catering Coordinator.
5. Supply requisition orders must adhere to the storeroom hours for pick up.
6. Customers with a budget allocation in a specific cost center must select the Budget Cost Center and their Department ID as the payment method when checking out. The Budget Cost Center must be selected for every new order submitted after December 26, 2012 in order to manage their declining balance.
7. If a vender or profession group is sponsoring your event the CaterTrax order must include the employee hospital contact information and payment method i.e. check, credit card. Arrangements can be made directly between vender and Catering Coordinator.
8. Guidelines for use of an outside caterer or for employees supplying food for events:
   • Consider the need for serving utensils and paper supplies. If needed, these items can be pre-ordered through our department via CaterTrax Supply Requisition following aforementioned steps.
   • When using an outside caterer, make arrangements with the caterer for suitable pick up time. Provide the caterer with a location so that they may retrieve their equipment.
   • Arrange for a prompt clean up at the end of the event as to not interfere with other events scheduled to follow.
   • The Food and Nutrition Department is not responsible for the equipment or clean up of events that we do not cater.