FPB Food Approval

FPB Food Approval Guidelines 

University of Washington policy allows the purchase of meals and light refreshments for employees, students, and official guests when there is a legitimate University business purpose and the funding source permits food purchases. Food expenses must be appropriate, reasonable, and allowable based on the budget being charged.

For complete guidance, funding source restrictions, and examples, visit the UW Procurement Services Food Approval page.

Prior to making purchases for the event, FPB staff must have a completed Food Approval Form on file. 

Forms will not be approved retroactively.

Required Approval Process

  1. Go to DocuSign and sign in with your NetID and password
  2. From the menu, select TEMPLATES
  3. On the left side menu, under SHARED FOLDERS, select FPB STAFF RESOURCES
  4. Select FPB Food Approval Form 
  5. This DocuSign template is the official FPB Food Approval Form to be completed by units prior to any food purchases or events with food
    1. This template will automatically route the FPB Director of Finance for approval and a copy of the final signed form will be sent to your unit Cost Center Manager as well as the Central Shared Environment
    2. Please ensure that a copy of the final, approved form is attached to all corresponding Workday transactions as supporting documentation
    3. If this form is not available to you, please email finsshr@uw.edu to request DocuSign access for FPB staff
  6. Click the USE button and fill out the following sections 
    1. Unit Meeting/Training Coordinator: Please add name and email of the person making the arrangements for the food and the event
    2. Unit Cost Center Manager: Please add name and email of the person who manages cost center covering the expenses. If not certain who the cost center manager is, review cost center manager list (opens in new window). 
    3. Press SEND
  7. DocuSign will now ask you if you want to fill out the form. Select YES.
    1. You will now be able to fill out all highlighted fields on the form with info appropriate for the event
    2. Once complete, press SEND. You will be informed with every step of the approval process 
  8. For questions on the UW food policy or completing this form, please contact Laura Ripley at lripley@uw.edu.