Policy
BYU Dining Services employees follow BYU’s purchasing policy
Dining Services is mindful of our mandate to be wise stewards and of our accountability for purchases made using university funds. All technology purchases are coordinated by the Dining Technology Group. Non-technology purchases over $3,500 dollars are made by Purchasing and Travel (requested using a purchasing requisition in Y-Marketplace). Employees are encouraged to utilize Dining Purchasing when making purchases under $3,500, when appropriate. When there is a legitimate need, non-technology purchases under $3,500 may be made using a purchasing card.
The managing director and controller will review all Dining Services purchases quarterly and address any concerns with the relevant employees.
Procedures
1. Purchasing & Campus Card Procedures
a. BYU purchasing cards (credit cards) and campus cards (on-campus Atrium cards) are issued to the managing director, directors, general managers, and the Dining Services Executive Chef. Cards are also issued to managers that report directly to a director. Issuance to any other employees must be approved by the managing director.
b. Employees that need to use a purchasing or campus card should reach out to the cardholder in their area. The cardholder is accountable for any purchases that will be made with the card while it is checked out.
c. Where a preferred vendor has been designated for a specific purchase type, Dining employees should exercise due diligence in checking with that preferred vendor first before purchasing items from a different vendor.
d. Cardholders are responsible for communicating purchasing policies and procedures to employees that will use their purchasing or campus card.
2. Amazon Procedures
a. Managers may request Amazon account access for employees by submitting a Dining Technology request. The Dining Technology Group will work with the manager to set up the employee with the appropriate level of access.
b. Where a preferred vendor has been designated for a specific purchase type, Dining employees should exercise due diligence in checking with that preferred supplier first before purchasing items from Amazon.
c. The manager and the Dining Technology Group are both responsible for communicating purchasing policies and procedures to employees that will be given a BYU Amazon account.
3. Special Purchasing Procedures by Purchase Type (Non-Technology Purchases under $3,500)
a. Capital Equipment – Capital equipment purchases should be coordinated through the Physical Facilities maintenance manager assigned to Dining Services (Eddie Clark), who places a requisition in Y-Marketplace.
b. Other Equipment – Non-capital equipment purchases should be made in Y-Marketplace when possible. When not available in Y-Marketplace, purchases should typically be coordinated through Dining Purchasing
c. Ingredients – These purchases are typically made through Eatec purchase orders or market lists. In urgent situations, managers may check out a purchasing card to make purchases from local grocery stores or wholesalers.
d. Office Supplies – The BYU Store is the preferred office supply vendor for Dining Services.
e. Small Wares and Supplies – For small wares purchases under $3,500, managers may check out a purchasing card to make purchases. Restaurant and Stores (1-800-877-0087, Paul Ivie) is the preferred small wares supplier for Dining Services. Many supplies can also be purchased on BYU’s Y-Marketplace.
4. Technology Purchasing Procedures
a. Dining Services employees should submit a Dining Technology request for any technology purchasing needs. The Dining Technology Group coordinates all technology purchases in Dining Services. All purchases over $200 will be pre-authorized through a technology purchase authorization or cost estimate before the purchase is executed unless an urgent authorization is granted by the Technology General Manager.
b. Technology purchase authorizations and cost estimates will be routed to the unit manager, general manager, and director over the area(s) requesting the technology. Requests will then be routed to the Technology General Manager and the Managing Director for their approval.
Additional Information
Revision History
- 8/7/2023: New policy approved by the Dining Executive Team.