Catering Frequently Asked Questions (FAQ)

1. Why are there extra steps for contracting out for catering? Where can I find the policy?
2. What is the process for getting an exception to policy? In other words, can departments hire an outside caterer?
3. What is full-service catering?
4. What is NOT considered full-service catering?
5. If an outside caterer quotes the event for less than UC Santa Cruz Catering, can either one be used?
6. Under the new policy, can on-campus providers such as Iveta still be used?
7. What if the event is at an off-campus UCSC facility (ex. MBEST, UNEX)?
8. If the catering event is refused by UCSC Catering, is there a list of UCSC Approved Caterers?
9. Can beverages and clean-up services be ordered from UCSC catering but have food delivered?
10. Can food trucks be used without contracting out?
11. Can we use the UCSC corporate travel card for full-service catering services?
12. If we use the UCSC corporate travel card for full-service catering services at a non-UCSC location?
13. If an event is hosted at a hotel (in SC). Does UCSC have to have the first right of refusal if the hotel does all the in-house catering?
14. What if the third party hotel doesn't offer catering?
15. Are buffets considered “full-service” catering?

1. Why are there extra steps for contracting out for catering? Where can I find the policy?
   The University of California is committed to maintaining a strong in-house workforce and supporting living wages and benefits for employees. To reinforce this commitment, the UC Board of Regents approved Regents Policy 5402 in the fall of 2019, which generally prohibits contracting for ‘Covered Services’.

   ‘Covered Services’ is work customarily performed by bargaining unit employees at the University including but not necessarily limited to the following services: cleaning, custodial, janitorial, or housekeeping services; food services; laundry services; grounds keeping; building maintenance (excluding skilled crafts); transportation and parking services; security services, billing and coding services, sterile processing, hospital or nursing assistant services, and medical imaging or other medical technician services.

   Read the Regents Policy 5402.
2. What is the process for getting an exception to policy? In other words, can departments hire an outside caterer?
   First, go to UC Santa Cruz Catering and see if they could provide catering service for the event. Read more information about UCSC Catering.
   
   If they could not cater the event, they will provide an email stating such. Then proceed to the Contracting Out Approval Process.
3. What is full-service catering?
   Full-service catering is a full suite of services including food preparation, set-up and food service.
   • Food is prepared/cooked by the supplier; and
   • The supplier sets up the event which may include table cloths, chafing dishes, serving utensils, plates, napkins, etc. They will clean up and take away all food service related items when the event has concluded; and
   • The supplier will remain on-site to serve food from a buffet, tableside, or by passing a tray.

   Example:

   Department has a caterer provide lunch for an all-day staff retreat. Catering staff deliver caterer prepared food, and set-up/clean-up the event (chafing dishes, tables/chairs, utensils, etc.), and serve food (buffet, passed platters, table service).
4. What is NOT considered full-service catering?
   An event is not considered catered when it is:
   • Takeout: food is picked up from an offsite restaurant or food provider.
   • Delivery: food is delivered by an offsite restaurant or food provider and dropped off on campus.
   • Events where an individual is leasing or renting a University owned facility for non-university purposes, such as weddings.

   Example:

   • Department manager provides donuts for a morning staff meeting.
   • Department has pizza delivered during an all-day staff retreat.
5. If an outside caterer quotes the event for less than UC Santa Cruz Catering, can either one be used?
   Per policy, if UC Santa Cruz can provide the service, regardless of cost, they must be used. However, there is unlikely to be significant price savings (if there are even any savings at all). Per the new policy, outside caterers are required to provide parity wages to their employees for services performed that were declined by UC Santa Cruz Catering.This means staff members of outside caterers must be compensated at a rate equal to, or more than, a UCSC employee with the same title including benefits.
6. Under the new policy, can on-campus providers such as Iveta still be used?
   Yes, departments can still use on-campus providers. An exemption is not needed to use these on-campus providers.
7. What if the event is at an off-campus UCSC facility (ex. MBEST, UNEX)?
   UCSC Catering Services must be given the opportunity to provide full-service catering before a department seeks the service of an external supplier. If they cannot service the event, you will receive a service declined email with a specified reason according to policy.
8. If the catering event is refused by UCSC Catering, is there a list of UCSC Approved Caterers?
   Yes. The list is found on the UCSC Financial Affairs Approved Caterers page.
9. Can beverages and clean-up services be ordered from UCSC catering but have food delivered?
   Yes. UCSC Catering offers full-service catering and must be contacted first for any UCSC full-service catering event (see above in “What is full-service catering?”). Departments are always encouraged to contact UCSC Catering.
10. Can food trucks be used without contracting out?
    Food trucks may not be used in place of UCSC catering, or as a replacement for dining service. Food trucks are not considered a covered service if they are in designated leased spots on campus. This arrangement would be handled through Business Contracts and not individual departments seeking catering service.
11. Can we use the UCSC corporate travel card for full-service catering services?
    No. Strict protocols must be followed for functions held on University owned or leased property and all full-service catering events require that a purchase order be issued through UCSC Procurement to ensure compliance with all relevant requirements.
12. If we use the UCSC corporate travel card for full-service catering services at a non-UCSC location?
    Yes. A UCSC corporate travel card may be used for events held at sites not owned or leased by the University.
13. If an event is hosted at a hotel (in SC). Does UCSC have to have the first right of refusal if the hotel does all the in-house catering?
    No. If the site where the event is held is not leased or owned by UCSC then UCSC Catering does not have to be given first right of refusal.
14. What if the third party hotel doesn't offer catering?
    The event host may choose a caterer of their choice, including UCSC Catering.
15. Are buffets considered “full-service” catering?
    All buffets in which the caterer remains on-site are considered “full-service” and need to have a COR submitted through ServiceNow.

Catering Requirements |