Catering Information

This page provides an overview of catering policy and procedure.  Please review it carefully to ensure policy compliance.

NOTE: If you are catering an event at the UC Davis Health campus in Sacramento, please refer to the Food and Nutrition Services unit for assistance. 

Catering is defined as food and/or beverage service that includes on-campus food service or on-campus food preparation, provided at an on-campus event or function. Please note that Food drop-off without any on-campus service or preparation does not fall under this definition.

Catering is considered a Covered ServiceOlive & Vine provides catering service (excluding alcohol) for all on-campus requests for catering on the main Davis campus. 

On-Campus Catering Without Alcohol Service (Main Davis Campus)

1.  For full-service catered meals on campus that do not include alcohol, students, faculty, and staff are required to utilize Olive & Vine.   Follow the instructions on the billing.

2.  If Olive & Vine is unable to support the request, a request for a carve-out to the Covered Services policy must be completed and include documentation from Olive & Vine indicating that it was unable to provide the service.

3.  The carve-out request must be reviewed and approved by the Covered Services team.

4.  A KFS Purchase Agreement of Catering Agreement type is always required when a supplier will be providing service at a campus location.

5.  Once the KFS Purchase Agreement has been approved by Procurement & Contracting Services, you can process payments to the caterer, using the Travel card whenever possible to pay for the catering expenses.

6.  The signed and approved carve-out request is to be attached to your AggieExpense report when reconciling the card expense. 


On-Campus Catering With Alcohol Service (Main Davis Campus)

1.  For full-service catered meals on campus that will include alcohol, Olive & Vine does not provide alcohol service, so departments may use the caterer of their choice, without the need to complete a carve-out request. 

2.  A KFS Purchase Agreement of Catering Agreement type is always required when a supplier will be providing service at a campus location.

3.  Once the KFS Purchase Agreement has been approved by Procurement & Contracting Services, you can process payments to the caterer, using the Travel card whenever possible to pay for the catering expenses.

4.  A note should be added when completing the AggieExpense reconciliation report that alcohol was part of the catering request, and thus the on-campus event could not utilize the services of Olive & Vine. 


Off-Campus Catering

If your event will not be on the main Davis campus, another caterer can be selected, as Olive & Vine does not provide service to other areas. 

1. The Covered Services policy still applies, and the request for a carve-out to the Covered Services policy must be completed (unless alcohol service is part of the request, and then the carve-out request is not required).

2.  A KFS Purchase Agreement of Catering Agreement type is required to be completed. 

3. Once the KFS Purchase Agreement has been approved by Procurement & Contracting Services, you can process payments to the caterer, using the Travel card whenever possible to pay for the catering expenses.

4.  The signed and approved carve-out request is to be attached to your AggieExpense report when reconciling the card expense. 


Paying for Olive & Vine Transactions

Olive & Vine uses the direct billing system to charge your departmental account(s).

  1. Place your order with Olive & Vine.
  2. The order form requires an Employee ID (AggieExpense Traveler ID).
  3. Olive & Vine will submit the billing through the campus' Preferred Booking Program billing option.
  4. Charges will appear in AggieExpense under Available Expenses.
  5. Import the expense into a report and process as usual.

Alcohol Service Information

The supplier, Capitol Garage, has a university agreement for bar service.  The university Travel Card should be used for any payments to Capitol Garage; be sure to cite agreement number A42795 when contacting Capitol Garage.

Another supplier can be used for bar service, but a KFS Purchase Agreement will need to be set up and fully approved before the bar service can be utilized.

Please visit the Conference and Events Services website for alcohol permit information and other requirements for alcohol service on university property and for university events.