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Business Office

Aramark Payments Procedure

University Food Service Contractor Policy

Aramark is the University’s contracted food service provider for all on-campus events.

Per Policy 661, Section III, Subsection B, the University’s food service contractor has the exclusive right to provide on-campus meals. All departments must utilize the University food service contractor if the total cost for an event exceeds $500 unless the contractor declines to provide services for the requested event.

The $500 total cost applies to on-campus events using state, grant, and MTSU Foundation funds. 

When Aramark food expense reaches $10,000, departments must submit a requisition through the Procurement system for a purchase order (PO). Please attach the Food Purchase Authorization (for P-Card and Purchase Order Use Only) to substantiate the business purpose.

Departments should submit Aramark purchases under $10,000 via the Food Purchase Dynamic Form.

NOTE: Do not list Aramark Dining Services as the Claimant on the Food Purchase Dynamic Form; Aramark does not approve MTSU authorization forms.

Per Policy 661

  • All food purchased must have an appropriate business purpose supporting the mission and purpose of the University.
  • University Funds may not pay for alcoholic beverages. As approved, departments must submit alcohol purchases using MTSU Foundation funds.
  • Departments may not purchase food for staff meetings with University funds.
  • The University permits food and beverage payments for approved retreats or extended training sessions, assuming the events meet specific criteria. These events typically occur only once per semester and last most of a business day. Faculty and staff must attach an agenda to the Food Purchase Dynamic Form (under the “Receipts and Support” field).

For Aramark purchases, Aramark is not the Claimant.

When the University pays Aramark directly, the Claimant is an individual who is present at the event, is directly related to the University, and has an MTSU email address. If the department head is not the Claimant, the department should list the department head as the approver for the Food Purchase Authorization form. If the department head is the Claimant, the authorization will be the Claimant’s supervisor or next-level approver.

For Non-P-Card (Accounts Payable) payments, departments should submit Food Purchase Dynamic Forms after the date of the event. Before booking an event, departments must have prior approval from a supervisor/department head.

  1. Provide the Payee’s name using the format “Last Name, First Name” (ex. “Doe,  John”) and provide the Payee’s M-Number
  2. Provide the date of the event.
  3. Provide the event name and location.
  4. Provide the event’s purpose. This is meant to describe the “appropriate business purpose supporting the mission and purpose of the University.”
  5. Provide the relevant index number responsible for payment. This will vary by department and event type. When alcohol is purchased, a Foundation index must always be used.
  6. Provide the relevant account code for the event. If the food is paid from a University index, the account code will be 74980.
  7. Select the number of approvers needed for the event. Enter their name and email in the fields that populate. If you are unsure who needs to be listed as an approver, please contact your supervisor or department head for more information. If a Foundation index is used, please list Jackie Morton (Jackie.Morton@mtsu.edu) or Nancy Martin (Nancy.Martin@mtsu.edu).
  8. If you are not the claimant (as defined above), you should check “No” and list the claimant’s name and email address.
  9. List any payment instructions given by the vendor in the “Special Handling Instructions” field.
  10. Attach any support for the payment and event in the upload section. This includes invoices, receipts, attendance lists, event flyers, etc. If you have more documentation than is allowed via the fields, combine them into one PDF file.

Payments to Aramark greater than $10,000 require a purchase order through MT$ource. MT$ource can be found on your PipelineMT account under the resources tab.

NOTE: P-Card should not be used for Aramark purchases.

The P-Card FAQ covers P-Card food questions.

Contact Information

Email:

boffice@mtsu.edu

Address:

Cope Administration Building,
Room #103
Middle Tennessee State University
Murfreesboro, TN 37132