The UWO campus dining contracted vendor, Aladdin Food & Services Management, has exclusive rights to provide food service and catering for each UW Oshkosh campus. The amount your office or organization intends to spend is the first step in determining what is needed for your event approvals:

A)

If individuals or organizations would prefer not to use Aladdin for small catering on university property at of cost less than $200, and bring food and supplies from off-campus, they must choose a vendor from the approved vendor list below (no alcohol purchases).

You MUST check with the vendor prior to purchase if you intend to pay them using a Meal Requisition form. Some vendors will allow you to charge using a Meal Requisition form while others do not. The approved vendor list below will indicate vendors that currently accept the Meal Requisition Form.

B)

If you need to spend more than $200, or use a vendor not on the list, you are required to submit the Campus Food Waiver Request at least fourteen (14) days in advance of the event for approval. If approved, you will receive an official waiver from the Aladdin.

Note – Payments to multiple vendors for the same event are cumulative toward the $200 limit.

Policy Details

This policy is limited to catered and donated food for meetings and events only. Groups wanting to re-sell food must adhere to the campus catering guidelines for fundraising and re-sale.

Exceptions to the use of Aladdin for food needs on campus may be considered by submitting a Campus Food Waiver Request. Foods may not be comingled with food supplied by Aladdin.

Donated foods may be used for student benefit only. Any exception to this policy must be approved in advance by University Dining as there are agreements with off-campus vendors to support campus and students which must be honored. Any requests must be vetted through University Dining for compliance with agreements.

Donated food from sources other than the approved vendor list may be used with prior approval from the Assistant Director for University Dining. This request to use donated food must be sent to food@uwosh.edu at least fourteen (14) days prior to the event.

• The total retail value of the donated food may not exceed $200 without a food waiver.
• All food purchases that will be reimbursed via a UWO account must complete the meal requisition or personal reimbursement process.
• Donated food may not be served alongside items from the Aladdin catering department for liability reasons.
• Raw meats, eggs, and other potentially hazardous food items may not be used or purchased from Off-Campus Food Providers. In some cases, these items can be purchased pre-cooked and may be allowed by contacting University Dining.

All approved off-campus vendors must submit insurance verification:

• It is the intention of Risk Management to have each approved off-campus vender and any other vendors donating or supplying food on campus produce a copy of their Certificate of Insurance with the University named as an additional insured.
• The minimum Standard Limits (vs. High Risk Services):
  • Worker’s Compensation – Statutory Limits
  • Commercial General Liability Each Occurrence – $1,000,000
  • Gen. Aggr. Incl. Prdts/CO – $2,000,000
  • Automobile Liability Combined Single Limit – $1,000,000
• In the “Description of Operations…” section of the Certificate of Insurance (COI), please have your insurer state our additional insured language with the inclusion of the following statement: “The Board of Regents of the University of Wisconsin System, its employees, officers and agents are named as additional insureds, but only as respect to liability arising out of the operations of the named insured.”

Unless otherwise directed by one of our event planners, you can designate the following information into the section entitled, “Certificate Holder” to

Mail:

Assistant Director for University Dining
University of Wisconsin Oshkosh
748 Algoma Blvd.
Oshkosh, WI 54901
Phone: (920) 424-2392

Email:
warzynskib@uwosh.edu

Approved off-campus vendors must provide information on recent health department reporting for their operations, insurance verification and have an operational review meeting with University Dining.

Businesses interested in becoming an approved off-campus vendor should reach out to University Dining (dining@uwosh.edu) and request more information.

Paying an Off-Campus Vendor

If you are approved to use an off-campus vendor, you and your group are responsible for ensuring all proper paperwork is completed and processed.

To pay the approved off-campus vendors, the proper Meal Requisition paperwork copies of attendees, copies of any waivers or backup emails approving your services, personal expense reports and backup, or direct payment request with proper receipts are required.

Vendors that accept Meal Requisitions Forms as part of paying at time of service:

• La Sure’s
• Big Apple Bagels
• Papa Johns

Print two completed/signed copies of the Meal Requisition Form. Give one to the Vendor. Then submit the other, with a copy of all required Meals Requisition paperwork, to mealreq@uwosh.edu as soon as possible after the event.

Vendors who do not accept Meal Requisition Forms as part of payment at time of service.

• Reimbursement is accomplished using ShopUW with a DR with a copy of the required Meals Requisition information. Review the form to ensure all items are submitted.
• Meal requisition includes the completed/signed form, copies of agenda/brochure of event, list of attendees and an itemized receipt.
• Instructions to complete the form are located on the Financial Services website.

Space Rental and Reservations Reminders:

Any group will need to secure the necessary reservation approvals to use space on-campus:

• Reservations (in Reeve Union on the Oshkosh campus)
• Reservations (Fox Cities campus)

Questions regarding any catering using an approved off-campus vendor can be sent to Brian Warzynski at warzynskib@uwosh.edu or 920-424-2392.

Approved Off-Campus Vendors