Food/ Entertainment

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Learn more about our team and relevant updates.

Entertainment Policies and Reminders

Submit Your Request Here

Use our Asana Form to route all administrative requests to our team for processing.

Resources

If you are looking for recommendations for catering, check out our full list of verified restaurants and businesses that have worked with CE3 in the past.

Entertainment expenses will be reviewed and approved/denied in accordance with University policy and campus business practices; refer to UC Policy BUS-79(link is external).

Entertainment Policy

E&I Policy Updates

  • $20K+ Events: Events that exceed $20,000 in total must be pre-approved by the Vice Chancellor
    • NOTE: This only applies to events funded through our unit/division funding sources
  • Alcohol at Events: AVC pre-approval is required for events in which alcohol is being served, which is then forwarded to VCEI for approval. UCPD approval is also required if these events take place on-campus
  • Receipts are required for all reimbursement requests, regardless of the amount

Standard Practice for Ordering Food

To support timely processing and align with UC Berkeley procurement practices, please use the following ordering methods in priority order when purchasing food for events and meetings:

  • First Choice: America2Go

  • Second Choice: Invoice Payments

  • Third Choice: Online Food Orders (payable with a BluCard)

  • Fourth Choice: Reimbursement (should remain a last resort)

Using these options in order helps reduce reimbursement needs, supports procurement compliance, and streamlines payment processing for both staff and vendors.

Step 1: Staff

Catering & Food Purchase Process

  • Identifying a Food Vendor
  • Complete an Entertainment Purchase Order Form and Additional Documentation

    • Guest List - Reminder: the host must sign and be present on the guest list

    • Please include a detailed business purpose

  • If you need exceptional approval on your EPO

    • Submit your EPO, guest list, and food invoice to our Asana Admin Form

    • Select “Pre/Exceptional Approval from AVC or VCEI”

For America 2Go:

Review the punch out portal to ensure your requests meet vendors’ catering minimums. 

  • Admin staff do not need to be looped in on America2Go orders. 

  • Use our catering spreadsheet as a starting point. Note: periodically, America2Go will add new vendors, and our catering spreadsheet may not be the most up-to-date. 

  • Attach your EPO form to your requisition cart. No need to route your request to your supervisor, as the attached EPO serves as approval.

  • You will receive an email notification from both America2Go and BearBUY.

For Invoice Payments:

Connect with a vendor and discuss UC Berkeley's procurement procedures. 

  • Important communications payment is not distributed upon delivery of food.

  • Food vendors must be vendored and in the BearBUY

  • Collect an invoice from the vendor

Ready to submit your request to our Asana Form

  • Remember to attach the EPO, the guest list, and the final catering invoice.

  • Submit to our Asana Form and select “Food Invoice Payment.” 

For Online Food Orders:

The ideal option is to provide a digital payment link. 

  • You may create an online portal and share the login information with your request

  • Note: We will not provide any card information over the phone. 

  • This should be your **third option** for food sourcing, not your primary method

Ready to submit your request to our Asana Form

  • Remember to attach the EPO, the guest list, and a screenshot of the final order, the point of contact for delivery of food, time, and other information

For Food Reimbursements:

Reimbursements should be your **last resort** for food purchases. Contact the admin team for support to purchase food online or pay for food invoice payments

Step 2: Admin Staff

  • Review all entertainment purchase order forms and process them based on their respective process BearBUY for invoice payments or BluCard for online food orders.