Event Coordinators’ Network’s 4 th Annual Workshop: Rising to the Next Level

1. Event Coordinators’ Network’s 4th Annual Workshop: Rising to the Next Level Policies and Best Practices in Meeting & Event Procurement Ajay Patel & Sharon Jackson Business Services

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

3. 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)

4. 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 at http://www.procurement.gatech.edu/hirecaterer.php http://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

5. 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

6. 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

7. 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

8. 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

9. 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

10. 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

11. 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

12. 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.

13. 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.

14. 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- funded events. (Excludes FDN and Prof Ed Conference Funds)

15. 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

16. 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)

17. 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.

18. 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.

19. Questions