Event Coordinators’ Network’s 4th Annual Workshop:

Rising to the Next Level

Policies and Best Practices in Meeting & Event Procurement

Ajay Patel & Sharon JacksonBusiness Services

AGENDA

• Purchasing Rules• Catering /Hotel contracts• Contracting items to look out for• Contract / Requisition execution • Payment Processing• Down Payments• Policy reminders• Questions

PURCHASING RULES

• Follow the Georgia Procurement Manual and DOAS (State Purchasing) rules– Less than $10k at the discretion of the requestor– Greater than $10k bids should be documented– Greater than $25k should follow DOAS Purchasing

Bidding Rules– Event Planners are not exempt– Hotels and Conferences exempted from rules above• Still should use best practices when selecting Hotels (solicit

multiple quotes)

CATERING

• Who must I use?• On GT Campus– GT premises is a facility that is managed by GT

• Exceptions will be handled on a case by case basis by Bob Junko

– GT Catering is the primary – Secondary contracts – Info can be found athttp://www.procurement.gatech.edu/hirecaterer.phphttp://www.studentcenter.gatech.edu/catering/Pages/default.aspx

– Contract Execution• Internal docs do not need to be signed• All others must be sent to purchasing

CATERING CONTRACTS

• Off Campus Events (not with Hotel/ Conferences)– Preference is to use on campus contracted caterers– Need 3 quotes if not using GT contracts and if >$10k– Contract Execution• Internal docs do not need to be signed• All others must be sent to purchasing

HOTEL/CONFERENCE CONTRACTS

• Who can I use?

• GT Hotel preferred vendor

• Conferences/ Hotels are an exempt category but you should get multiple proposals

• GLC is an internal contract and does not require Purchasing involvement

CONTRACTING ITEMS TO WATCH FOR

• Down Payments– Try to limit or eliminate these

• A/V equipment and Conference rooms– Many hotels will include these at no charge

• Attrition– This is a reduction in the number of guaranteed

rooms. Most hotel contracts have them but they vary greatly on when the penalties kick in

CONTRACTING ITEMS TO WATCH FOR

• Guaranteed Revenue– Typically will include Food and Beverage income

• Cancellation penalties– Like attrition, these vary greatly from one hotel to

another.

• Payment terms– Net 30 days unless otherwise agreed to

• Need to consider/ negotiate these in selection• Ask for our help

EXECUTION

• Please send all contracts to:Purchasing.ask@business.gatech.edu

• Contracts will be marked up, executed and returned to you within 48 hours

• Keep a fully executed copy of the contract in your department

ENTERING A REQUISITION

• Use of Buzzmart (i.e. creation of a PO) for Events is strongly encouraged– Attach fully executed contract to requisition – Complete Vendor Profile Form if required (Name

must match)– PO’s less than $10k are auto approved

PAYMENT PROCESSING-VENDOR INVOICES

• Vendor invoices for hotels/conference events should always reference the GT PO# and be sent directly to Accounts Payable– Email to apinvoices@gatech.edu

• Standard payment terms are net 30 days (from invoice date), unless alternate payment terms are negotiated with the PO contract

• A ‘Receipt’ must be entered in BuzzMart for all POs $3000 and over

PAYMENT PROCESSING-CHECK REQUEST FORM

• Option to use the Check Request Form for group meals and catering invoices to facilitate the attachment of all required documentation

• Payment terms are net 30 days

• Employees should never use personal funds to make payment to a caterer or conference center. All payments must be made directly to the vendor.

ADVANCES AND DOWN-PAYMENTS

• Where required by the contract, down-payments can be processed prior to the event.

• Accounts Payable cannot make payment from attachments to a requisition. The payment is initiated by an invoice submitted by the vendor.

FOOD/GROUP MEAL POLICY REMINDERS

• The Food/Group Meal Event Documentation Form is required for all payments made through the Institute– Pcard– Invoice– Check Request Form

– Meal Per Diem limits are imposed for most state- fundedevents. (Excludes FDN and Prof Ed Conference Funds)

LOCAL STAFF WORKSHOPS/CONFERENCES

BEST PRACTICE• All-Inclusive Meeting/Event Per-Person cost can cover

all expenses related to meetings.

• PO and Invoice line item example: 8/15-8/16/12 all-inclusive meeting package

32 attendees @ $209/person= $6688.00

LOCAL STAFF WORKSHOPS/CONFERENCES

If meals and/or lodging are itemized, all state travel regulations are imposed.– $7/$9/$20=$36 for Atlanta, Savannah– $6/$7/$15-$27 for non-high cost locations– 1st/last day of conference, only 75% of meal per diem– 1-day conference, 12+ hours long, 75% of meal per diem– Employees must be 50+ miles from home and GT headquarters.

Special exception, Travel policy 6.14, allows event coordinator to claim meals/lodging within 50 miles, if approved prior to the event. (Send to Frans Barends, Sr, Director Business Services)

SALES TAX

• Payments processed through GT Accounts Payable are tax-exempt in Georgia. AP will deduct tax if invoiced.

• Payments processed through the GT Foundation are not exempt from Georgia sales/use tax.

• Important Tip: Please let your caterer know if GT will be processing payment, so that sales taxes can be deducted prior to invoice creation.

FOUNDATION FUNDED-EVENTS

• Events with the following primary business purpose must be processed directly through the GT Foundation:

• Holiday parties/luncheons• Retirement s• ‘Going Away’ events• Any alcohol• ‘Extraordinary’ events• Staff retreats that exceed meal per diems or that include

family members or recreational activities

• Business meetings, conferences, student activities, and advisory board activities can be processed through GT AP using Foundation Funds.

Questions