As a follow-up to UAFR’s 11/22/22 weekly tip on food and beverage expenses, University Payables would like to provide additional details and examples on how to purchase food in various scenarios. Below are some common examples and guidance on how these purchases should be made.
Food Supplies
Food supplies are a common purchase for many units and differ from a business meal. For example, if an employee drives to a store and purchases pre-packaged food items (such as bagels, coffee, ground beef, buns, cookies, soft drinks, etc.) to bring to a business meeting or a U of I System event, those items are considered consumable food supplies and should be coded to account code 124300. These types of purchases should be made with a PCard .
Business Meals
Business meals are another common purchase for many units and differ from consumable food supplies. For example, if you are paying a food service provider (such as a local restaurant) to prepare a platter of sandwiches or boxed lunches for a business meeting or a U of I System event, it would be considered a business meal and should be coded to expense account code 142500 or 142520. These types of purchases should be made with a TCard .
Additional information can be found in BFPP 8.1.1 Business Meals, Refreshments, and Alcohol.
Contact
If you have questions, please contact University Payables Customer Service at 217-333-6583, 888-872-9953, or by email to obfsupay@uillinois.edu.
