Administrative Departmental Policy

This administrative policy applies to the operations and staff of the University of Wisconsin Hospitals and Clinics Authority as integrated effective July 1, 2015, including the legacy operations and staff of University of Wisconsin Hospital and Clinics and University of Wisconsin Medical Foundation.
Policy Title: Delivery and Billing of Food Catering Services
Policy Number: 6.01
Effective Date: June 20, 2022

Chapter: Culinary and Clinical Nutrition Services Version: Revision

I. PURPOSE
To establish procedural guidelines for catering services at UW Health.

II.POLICY
Culinary and Clinical Nutrition Services at the University of Wisconsin ans Clinics will provide catering services for hospital departments, University departments and non-University organizations. Employees in Culinary and Clinical Nutrition Services will deliver orders within the University Hospital (UH), The Health Sciences Learning Center (HSLC), The VA Hospital, Wisconsin Institute for Medical Research 1 & 2, American Family Children’s Hospital and East Madison Hospital

III. FORMS USED:
CaterTrax Online Order Form --https://uwhealthcatering.catertrax.com/

IV. PROCEDURES
A. Operation Guidelines:
1. Hours of Operation: Monday-Friday: 6am-9am (for delivery and delivery)
No weekends, excluding annual catering events through the year on weekends.
2. Ordering Guidelines:

• For Monday delivery of catering services, orders must be received no later than 3PM Wednesday of previous week.
• For Tuesday delivery of catering services, orders must be received no later than 3PM Thursday of previous week.
• 72 hours lead time for catering services on Wednesday-Friday

Please note that all catering events will be delivered on disposable service ware. NO deliveries or pick ups after 9am Monday-Friday.

2. Catering Account:
You must have a CaterTrax user account and password to order from the catering system. If you do not have one, create a new user account. Catering orders that are emailed to the catering account without being entered into the catering system will not be honored.

3. Ordering Process:
1) Catering order is placed by the customer using the CaterTrax application. No email or phone orders will be accepted.
2) Catering administrator review event details and submits the order to production.
3) An email confirmation number is sent after the order is placed in the production system. Note: If you do not receive a confirmation, this means your order was submitted incorrectly. For University Hospital or American Family Children’s Hospital, please contact:
Emma Garcia Diaz (egarciadiazdiaz@uwhealth.org) or Bill Horzuesky (bhorzuesky@uwhealth.org) to assist.
At the East Madison Hospital, contact:
Lori Pullara (lpullara@uwhealth.org) to assist.
4) Any event serving over 50 people needs to provide a final headcount within 72 hours of the event to the Catering administrator.
5) All catering orders include necessary disposable/recyclable utensils and condiments in quantities consistent with your order. Clients are responsible for properly disposing all items from the delivered location.

4. Billing Process:
1) Account will be billed at the end of each month for your catering orders. Please add method of payment at the time the order is placed. Any change after the end of the billing cycle, will result in a change fee.
2) Payment methods are Cost Center accounts (22-digit GL account number), Internal Work Orders, Cash and Visa or Mastercard. Invoices may be used upon arrival. No funding strings will be accepted.
3) For questions about billing for University Hospitals events, please call 263-8231 and for billing questions at East Madison Hospital, please call 440-6276.
5. Catering Deliveries:

Catering must deliver 15 minutes prior to the start of event for set-up. Please add an additional 15 minutes on the front end to the catered event to take into consideration, event set-up. Note: It is the customers’ responsibility to clean up after the catered event. All catering orders are presented on disposable service wares.

6. Maximum Capacity:
To provide consistent, quality service, Catering may limit the number of events it can service from time to time. We apologize in advance if we are already booked on the day and or time you request for your event.
B. Fees and Charges:

7. Delivery Charge: There is a $15.00 delivery fee for orders of $100.00 and under, and 15% charge for orders over $100.00. If catering orders are picked up in F4/114, the delivery fee is waived.

8. Cancellation Fee: Orders must be canceled at least 48 hours prior to the event, or the customer will be charged for the entire order.

9. Late Fee: Orders placed after the 72-hour deadline will be charged a $15.00 late fee.

10. Order Change Fee: A $10.00 fee will be added to the bill for more than one (1) change/adjustment for any placed orders. All changes must be made through CaterTrax in the “Requesting a Change” tab. You must receive a confirmation tracking number in order to complete the change request.

11. Billing Change Fee: A $20.00 fee will be added to your bill for any order that requires any changes to the billing method after the end of the billing cycle.

12. Overdue Payment Fee: A 10% surcharge will be added for invoices that are more than Thirty (30) days past due and a 20% surcharge will be added for invoices Sixty (60) days past due. If youhave invoices that are 60 days past due, you will not be able to place further catering orders.

13. Special Requests:
1) Event Room: J5/130 event room at University Hospital is reserved for catering customers only and can be reserved for orders of $50.00 minimum. Room is reserved by contacting Kala Gray at kgray2@uwhealth.org
2) Tables & Chairs: It is the customers’ responsibility to order table(s) and chair(s) set-up for an event through UW Health Facilities and Plant Engineering.
3) Special Menus: All requests for special menus must be approved by the Director of Culinary and Clinical Nutrition Services or senior leadership.
4) Other Requests: If there are certain requests needed for your event, write them in the “Note” section of the order form and be as descriptive as possible.
C) COORDINATION
Author: Director of Culinary & Clinical Nutrition Services Reviewers: Director, Professional Services
Approval committee:
SIGNED BY:
Megan Waltz, Director of Culinary & Clinical Nutrition Services University of Wisconsin Hospitals and Clinics
Revision Detail:
Previous revision: April 27, 2018 Next revision: June 20,2022