If you wish to order food for a Business Meal or a Celebration, please follow the following steps.
Send a message to dtl.requests@vanderbilt.edu with the following information:
Name of Event Authorizing Faculty Funding Source Food Vendor Estimated Cost Method of Payment: Personal Credit Card or Vanderbilt OneCard Attach: Business Purpose Attach: Attendee List (If attendee list is unknown, provide a completed attendee list after the event)
The department’s Administrative Officer will review the request and let you know if approved.
PERSONAL CREDIT CARD
Contact your Food Vendor to arrange the order.
TAX EXEMPTION
Vanderbilt University is eligible for tax exemption. However, many restaurants do not reliably honor this entitlement. Still, it is worth the time to request it. Most of the staff can help you locate a tax exempt form/number to provide to the Food Vendor.
If the Food Vendor does not honor the tax exempt form, Vanderbilt University will reimburse taxes charged.
GRATUITY
You will not be reimbursed for gratuity over 20%.
REIMBURSMENT
Submit your receipts as you normally submit expenses. If you are able to include the approval, business purpose, and attendee list on the reimbursement form, it can help speed up the reimbursement process. However, staff can also locate this in the dtl.requests mailbox.
Submit your expenses here: https://redcap.vanderbilt.edu/surveys/?s=LJMNKDKTMC
VANDERBILT ONECARD
If you have requested use of the Vanderbilt OneCard, your approval will be shared with the OneCard holder assigned to assist with your order.
TAX EXEMPTION
Food orders must be tax exempt. If a Food Vendor refuses to honor tax exemption, the OneCard will not be used.
FOOD VENDORS
Please choose from one of the following Food Vendors; these vendors are great partners with efficient systems and/or individual contacts.
Panera Bread: Sandwiches, Soups, Salads, Breads
Pizza Perfect: Includes Vegan and Gluten Free products
Tazikis: Greek Cuisine; Includes Vegan and Gluten Free products
Taco Mama: Mexican Cuisine; Includes Vegan and Gluten Free products
DELIVERY
Please work with the OneCard holder to determine whether you plan to pick up the order or would like it delivered. Please remember that the OneCard holder may not be available to meet delivery personnel at the delivery locations. You will need to provide a cell phone to the Food Vendor. Staff no longer use personal cell phones when contacting vendors.
GRATUITY
OneCard holders can never tip over 20%. If the gratuity were to exceed 20%, the OneCard holder would be fully responsible for that charge. When making the order, the OneCard holder makes every effort to ensure the gratuity is sorted out before the delivery. However, this is not always the case so it is very important that you review the receipt when the delivery arrives to ensure that the gratuity is indicated and is no more than 20%. If there is no gratuity, please ensure that you tip no more than 20% on the food portion of the order.
USING DIFFERENT FOOD VENDORS
If you want to use a different Food Vendor than those listed above, you may do so if you contact the restaurant and sort out the details of your order. Once completed, share the restaurant information with the OneCard holder so tax exemption can be confirmed and payment may be made.
RECEIPTS
Always keep a copy of the receipt. Save the paper copy or snap a photo and send immediately to the OneCard order assisting you with your order.
RECONCILIATION
When reconciling the OneCard expenses, the OneCard holder will need to attach the business purpose and the approval with their expense report. This will typically be provided when the order is assigned by the Administrative Officer. However, please keep a copy of this information for at least 30 days after the charge in case the OneCard holder is unable to find them in their records (we try to make this a rare problem).