The Approved Caterers Program establishes an approved list of caterers that may be used for university-related food and catering needs for events exceeding $750. The program is designed to streamline procurement, improve consistency, support compliance, and simplify reporting and payment processes.

This policy applies to university-related catering and food service purchases made on behalf of the university. It applies to orders placed on campus and to purchases that fall within the scope of the approved caterers process

The $750 threshold is the point at which Approved Caterers Program requirements apply. For purposes of this policy, the threshold is measured per event, not per person and not per individual line item.

No. A single event may not be divided into multiple orders, invoices, vendors, or payment methods for the purpose of avoiding the $750 threshold. If food or catering services support one event, the total event cost will be evaluated together.

An Event is any planned gathering, program, meeting, or series of related activities for which food and/or beverage services are arranged for a defined group of participants, regardless of size, format, duration, or funding source. An Event may consist of a single function (e.g., a reception or meeting) or multiple coordinated service instances (e.g., meals, breaks, or receptions provided over one or more days) that are organized under a common purpose, sponsor, or program, including but not limited to conferences, camps, orientations, trainings, or similar multi-session programs.

Activities must use vendors on the university’s approved caterer list whenever the purchase falls under this policy. Use of a vendor not on the approved list should be treated as an exception and approved through the appropriate process.

No. Smaller food purchases below the applicable threshold may use other vendors (such as area restaurants) per the Food Services Policy. However, departments are still encouraged to use approved vendors when practical and consistent with university needs.

Purchase orders are required for approved caterer transactions, subject to this policy. Purchase orders improve tracking, reduce payment delays, and support reconciliation and reporting. 

No. For Approved Caterers purchases, a purchase order must be used. For events that fall under the $750 threshold, departments may use a corporate card when permitted under university policies and procedures.

Approved caterer purchases may be tracked through Workday and related finance processes using vendor information, account coding, tags, or other approved methods. Departments should follow the instructions issued by Finance, Procurement, or Auxiliary Services for coding and documentation. 

If an approved caterer also performs work off campus, only the on campus related portion of the business qualifies under this policy. Departments are responsible for distinguishing university-related transactions from unrelated off-campus activity when applicable.

Departments should request separate invoices and orders for the on-campus and off-campus orders. If the vendor’s invoice or report does not clearly distinguish between on-campus and off-campus activity, the department may be required to provide supporting documentation or clarification.

Exceptions may be available in limited circumstances and must be approved through the designated approval process. Activities should not assume an exception is automatic.

Yes, student organizations are required to follow university policies and the guidance applicable to their transactions.

Additional requirements may apply depending on the funding source, department, or sponsor conditions. Grant language or departmental preference does not override this policy or other university procurement requirements unless an approved exception has been granted.

Vendors should submit proposals that reference the applicable master agreement and include only the information requested by the university. Additional terms and conditions should not be added.

Yes. The university has published the approved caterers list, related guidance on this website, and distributed communications to the community. Additional reminders will be sent during the academic year.

Rather than formal training sessions, the university offers office hours or drop-in support sessions where users can ask questions and receive guidance. Please contact us at auxiliary@american.edu for a list of current office hour offerings.

If there is any uncertainty, departments should consult Auxiliary Services before placing the order. It is always preferable to confirm requirements in advance rather than correct the transaction later.

Questions should be directed to auxiliary@american.edu.

The approved caterers process helps the university improve compliance with existing policies and institutional objectives, such as sustainability, as well as the consistency of service, reduction of administrative burden, support of vendor relationships, and improves oversight of spend and compliance.

Transactions that do not follow the policy may be delayed, returned for correction, or denied reimbursement or payment.

The approved caterer list is posted on the university website and updated as vendors are added or removed.

The university will continue vetting additional vendors, including small businesses and vendors with local or specialized offerings, after the initial rollout. You can submit recommendations for caterers to vet by contacting us at auxiliary@american.edu.

No. Approved caterers are University strategic suppliers that have completed the applicable vetting, contracting, and procurement process. A department may select an approved caterer and submit a purchase order without obtaining three competitive bids for University procurement purposes, including when an event exceeds the general $10,000 competitive-bid threshold. 

Yes. Departments may request proposals or quotes from multiple approved caterers to compare menus, capacity, service models, and pricing. 

Yes. A school, department, or unit may maintain more restrictive internal budget controls and require three bids for purposes of internal budget management. For example, a unit may require additional quotes for a large event even though the University’s procurement process does not require three competitive bids when an approved caterer is used. 

Yes. East Campus and the Washington College of Law have venue-specific catering requirements. For events held at either location, organizers are required to use Chartwells for catering services. This requirement applies even if another caterer appears on the University’s Approved Caterers List. Event organizers should contact the appropriate venue representative or Chartwells early in the planning process to discuss menu options, service needs, ordering deadlines, delivery, staffing, and any event-specific requirements. 

No. Although the University’s Approved Caterers Program permits the use of caterers on the approved list for qualifying events, East Campus and Washington College of Law require Chartwells catering services for events held at those locations. If you believe your event has a unique need that Chartwells cannot accommodate, contact Auxiliary Services and the relevant team before making any arrangements. Do not commit to or place an order with another caterer unless written approval or exception is granted in accordance with the Food Services Policy exception process.