Policies

Geisinger Foodservice is the provider of choice for catering food and beverages for Geisinger sponsored events in support of our basic mission. Please refer to the Geisinger Travel & Business Expense Policy for specific policy requirements.

Departments/employees must use Geisinger facilities and catering services to provide business-related meals whenever possible. Any catered event paid for with Geisinger funds must utilize Geisinger Foodservice if that option is available.

In locations with a Foodservice department, Foodservice can provide all levels of catering from simple to complex. Standard and Quick Pick catering is available for delivery/set-up on campus locations. Pick Up & Go or Quick Pick catering is available for short notice or off-site catering. Custom catering can be arranged with advance notice. If you need assistance in selecting a type of catering, contact the Foodservice department at any campus and we will be happy to help make recommendations.

Outside or third-party caterers will not be paid using Geisinger funds unless authorized in advance by the Foodservices department serving that campus. If Foodservices is unable to accommodate a catering request that is ordered with proper notice, they will provide written permission allowing the requesting party to obtain alternate or third-party catering.

For locations without a Geisinger Foodservice department, departments may utilize third party catering or order “Geisinger Pick Up & Go” catering from any nearby Geisinger Foodservice location. Foodservice is unable to deliver “Pick Up & Go” catering, but this option does allow you to utilize Geisinger Foodservice and charge to AU billing.

External caterers may be used if the event is not funded by Geisinger, example: Pharmaceutical lunches.

Geisinger Foodservice catering can only bill or charge through AU billing. If a third party (such as a Pharmaceutical company) wanted to utilize Geisinger Foodservice catering the hosting department would need to order the catering and pay through their AU, then process reimbursement from the providing company through their department and AP.

Appropriate Uses of Catering (All Sites):

Student-oriented business meetings between faculty, administrators, and students (e.g., recruitment).

Meals served for Geisinger Health Board of Directors' meetings.

Receptions or meals for speakers, lecturers, etc.

Recognition events sponsored by Human Resources or with Vice President approval: Service Awards, Employee of the Month, Team Awards, and employee recognition events.

When Geisinger hosts an event for the purpose of generating the goodwill of prospective Geisinger Health Foundation donors (and it is coordinated through the Executive Office or Foundation Office).

Receptions held in connection with conferences or meetings of organizations, groups, etc.

Retirement events (one event per retiree).

When Geisinger is host to guests (including visitors from other health care organizations, members of the community, advisory groups, etc.), the cost of meals or light refreshments is an allowable business expense.

Inappropriate Uses of Catering (All Sites):

Catering services or events that may not be funded by Geisinger include:

Food purchased for regularly-scheduled meetings.

Food purchased for daily consumption within an office.

Parties, meals, cakes for birthdays, weddings, anniversaries, or births.

Farewell gatherings other than retirement.

Events held for Administrative Professional's Day or Boss’s Day.

“Social meals” (defined as two or more Geisinger employees eating together during routine business hours). If employees choose to go to lunch together to continue their business discussion, such meal is not reimbursable since legitimate Geisinger business can normally be held during regular business hours.

Meals with staff and other colleagues that are frequent and reciprocal. These are considered taxable income and, therefore, are not allowable

Holiday parties by individual work units will not be paid for with Geisinger funds; Marworth, or Holy Spirit Hospital campuses as a general employee holiday meal event serves as recognition of the holiday.

Catering Types & Ordering:

For GMC, GWV, GCMC, GLH please self-order all your catering needs through Cater-Trax (on Foodservice Web site)

For requests other than “Quick Pick Catering” at GBH, GSACH, GSWB, GJSH please contact Foodservice manager on site.

Regular / Standard Catering: Requires a minimum of 96 hours (4 work day) advance notice

Custom Catering: Requires advance notice

Customer Counts: Customer counts for regular / standard catered functions are the responsibility of the individuals ordering the function. To control costs, Foodservice needs to have an accurate estimate of the expected number of guests. The higher of the estimated (48 hours prior to the event) or the actual number of guests will be billed.

Pick Up & Go Catering (GMC, GWV, GCMC, GLH)

Self-Schedule and Place Order for pick up through Cater-Trax (Foodservice Website)

Orders for pick up at 7AM through 10AM must be placed by 4PM on the day prior to the day of the event or up to 1 week in advance.

Orders for 10:15 AM through 4PM require 3 hours advance notice or can be placed up to 1 week in advance.

Quick Pick Catering (GBH, GSACH, GSWB, GJSH)

Self-Schedule and Place Order through Cater-Trax (Foodservice Website)

Orders must be placed by 4PM on the day prior to the event or up to 1 week in advance.

Employees and Managers are responsible to follow the Travel & Business Expense Policy when approving catering orders and authorizing AU for payment.

Geisinger Foodservice only bills to internal AU’s.

Events cancelled with less than 24-hours notice may still be billed.

Exceptions: All exceptions to these guidelines require the written approval of the AVP, Hospitality Services.

Effective Date: Updated February 2020