Food Approvals
Food Approval Process
Updated 4/7/2025
UW Bothell food purchase processes will follow the standard UW Food Approval Policy, and FAS pre-approval will no longer be required.
The standard UW Food Approval Policy provides guidance to ensure all food expenses charged to UW budgets are allowable and appropriate to the funding source. As per UW policy, the required food approval form (Form 1798) must be completed for approval of food purchases for recognition events, training events and business meetings (except when using discretionary funds). This Form 1798 food approval form must be signed by deans, directors or administrators acting under written authorization from the vice chancellor of their division. Please note that completed Form 1798 food forms must be maintained in department/unit files, and must be made available as needed for audit inspection if needed. For food purchases made on a pro-card, the completed and signed food form should be attached during the reconciliation process in Workday.
Food Policy
- Departments should be familiar with the University’s Food Policy and UW Bothell’s Use of Discretionary Funds Policy 3.3.
- The approved Food Approval Form and a list of attendees or invitees is required to be maintained for the records retention period.
- If food is purchased with a ProCard, attach a copy of the Food Approval Form and receipts in Workday.
- Per diem is used when calculating the allowable amount for meals. Refer to the UW Bothell Use of Discretionary Funds Policy 3.3 to determine when charges in excess of per diem must be approved by a Dean or Vice Chancellor.
- Catering exceeding $10,000 per vendor must be pre-approved by UW Procurement.
- Alcohol Purchases: Complete the Alcohol Permit Approval form
Recognition Program
Purchases for employee recognition must have an approved recognition policy on file in their unit.
Recognition Program Requirements
- Documented and approved recognition policy
- Approved at the Dean/Vice Chancellor level
Employee Recognition Policy Elements
- Definition of purpose, criteria, and budget
- Selection often executed by a committee
- Definition of award eligibility, frequency and process
- Total amount expended per recognition award, including light refreshments, is limited to $200 per individual or group receiving recognition
- If a meal is a recognition award, only meal expense for individual(s) being recognized may be paid using University funds
Bothell Dining
If you need assistance or have questions relating to dining services, please refer to the Bothell Dining Services website for information. Please note that Bothell Dining Services is independent of Fiscal & Audit Services.
Contact Us
If you need assistance or have questions, please submit a Service Request to Fiscal and Audit Services.