Vouchers No Longer Needed for Catering Services on Campus

LEXINGTON, Ky. (July 1, 2014) — As the University of Kentucky transitions to a new dining partner, Aramark, there already are developments occurring that will improve services and operation for this vital campus service.

Beginning today, July 1, university departments and others on campus will no longer use journal vouchers (JVs) for catering services. Going forward, departments will utilize a UK Procard to purchase all catering services provided by the new UK Dining as well as events at the Boone Center and the The Club at Spindletop Hall.

“This process will be a more efficient and effective system and, ultimately, will be easier for everyone involved as events are booked through UK Dining’s new online system – CaterTrax,” said Eric N. Monday, UK’s executive vice president for finance and administration.  "Changes such as this one will lead — and already are leading — to a more efficient, effective and responsive dining operation at UK. "

Charges will be billed and processed directly using the UK Procard directly to SAP.  Official events will be charged to cost centers in accordance with existing Discretionary Expenditure Policy. Details of that policy, which covers events where alcohol is served, can be found at: www.uky.edu/evpfa/controller/files/dispolicy.pdf.  Separate invoices will be produced for food and for alcoholic beverages.  Departments remain responsible to edit UK Procard charges to the appropriate cost center and to retain the invoice records.

Details of the transition include:

• A UK Procard will be required to pay for official university functions for catering services, meals and activities provided by UK Dining.

• A UK Procard will be required to pay for official university functions for catering services, meals and activities provided by the Boone Center and The Club at Spindletop Hall.

• The use of a UK Procard for catering is specifically limited to UK Dining, the Boone Center, and The Club at Spindletop Hall.  The Procard may not be used with other off-campus vendors for catering.  Specifically, a PRD created in SAP is still a requirement for off-campus vendors. 

• In the event some departments do not have a Procard, they can contact Laura Payton at Laura.Payton@uky.edu to start the process of obtaining a Procard for your department.  A new card is provided within approximately one week. In the interim, UK Dining will work with your department during this brief transition period — and will continue to process requests for catering.  Final billing will be processed when the Procard is available. 

More information about the transition and this process can be found at: http://www.uky.edu/EVPFA/Controller/files/pay/ProcardUseForCateringFAQs.pdf