Body
Unit Policy
Title
School of Social Work: Food and Events Policy
Introduction
Purpose
The Food and Event Expenditure Policy provide guidance on how funds should be used for meals, events, and hosting activities. The goal of this policy is to ensure that the School’s expenditures align with institutional priorities, promote cost-savings equity, and demonstrate fiscal stewardship.
These guidelines outline spending priorities, cost-saving strategies, and approval procedures to help faculty and staff make informed decisions when planning events. All food and event expenses must comply with University policies and be approved and documented in accordance with the procedures described below.
Scope
This policy applies to School of Social Work faculty and staff who plan, approve, or manage food, event, and hosting expenses.
Guidelines for Food and Hosting Expenditures
1. Prioritization of Spending
- Highest Priority: Student-facing events that directly support learning, community-building, recruitment, or professional development (e.g., orientation, graduation, practicum events, student recognition ceremonies). Development office and high-profile Dean’s Office events.
- Moderate Priority: Community or unit retreats, faculty/staff development sessions, or community engagement activities essential to program goals.
- Lowest Priority: Routine internal meetings where food is not essential to the event’s purpose.
2. Cost Reduction Strategies
- Meal Cap for Meetings:
- Light refreshments or snacks should be the default for most internal meetings.
- For larger events, the recommended maximum per-person spending limits are: $10 for snacks, $15 for lunches, $25 for receptions
- Restaurant Meals:
- Consider cost effective restaurants and price per person
- Limit use of alcohol purchase
- Catering Considerations:
- Use the lowest cost, highest quality catering options.
- Consider small local businesses that align with community values.
- Consider cost analysis of box-lunches vs buffet-style for cheapest option.
- Frequency Controls:
- Where possible, consider starting events later to avoid requiring breakfast. (i.e. starting at 10 am instead of 8 or 9 am).
- Consider combining events when possible (meetings, celebrations or combined retreats).
- Limit recurring catered meetings to once per semester or substitute with coffee/refreshments only.
3. Sustainability and Equity Considerations
- Favor sustainable and inclusive practices, such as local vendors, vegetarian/vegan options, and minimizing food waste.
- Encourage reuse of decorations, tableware, and event supplies to reduce recurring costs.
REMINDER: Utilize UNC Tax-Exempt Status
Monitoring and Accountability
1. Approval Process
- All food or event expenses require pre-approval by the Assistant Dean for Finance & Administration and Director of Planning and Operations.
- All food payments should be made using a P-card, T&E card, or university department charge (Carolina Dining, Carolina Inn), whenever possible.
- Copies of final event expense should be submitted to the Assistant Dean for Finance & Administration and Director of Planning and Operations.
2. Budget Tracking
- The Assistant Dean for Finance & Administration will track all food and event expenditures to include the following information:
- Type of event (student, faculty, community)
- Unit & expense chartfield/fund source
- Date and location
- Vendor
- Cost per person and total amount
- The Dean and Vice Dean will review these expenses on a monthly basis.
3. Reporting and Transparency
Each unit will receive quarterly budget-to-actual reports highlighting event-related spending and a spending dashboard (in Excel) to visualize trends over time and help identify high-cost areas for improvement.
Contact Information
Primary Contact
Name: Joe DiConcilio, Assistant Dean for Finance and Administration
Email: jiconcil@email.unc.edu
Other Contacts
Name: Robert Hawkins, Vice Dean
Email: Robert.Hawkins@unc.edu