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Policy number - 102.09
Effective date – 05/13/2014
Catering Services
Policy
This policy is an effort to provide financial guidance and facilitate healthier food options at
meetings, workshops, and catered events. The Minnesota Department of Health is committed
to promoting the health and well-being of all Minnesotans, including its employees.
Maintaining a healthy life style involves more than individual choices. Environmental and
social norms are key factors that influence the healthy eating habits that are integral to good
health and optimal work performance.
MDH will ensure that a variety of healthy food choices are available for all organization
activities where food is served.
The purchase of food is authorized for advisory committee, task force or other work group
meetings to make the use of voluntary time of non-state employee participants more efficient
and effective. The purchase of food is also authorized for various departmental meetings as
listed below. All meetings shall be scheduled to minimize inclusion of meals.
Standard
1. When it is anticipated that advisory committee, task force, or work group meetings
will last longer than four hours, or last at least 2 hours and occur over the breakfast,
lunch, or dinner hour, the department authorizes the purchase of meals. State
employees who are considered an integral part of the meeting group may be included,
but should be limited to less than 50% of the total group membership.
2. No purchase of food will be authorized for internal meetings attended only by state
employees, unless authorized. Authorization will be limited to the following, non-routine
staff meetings:
a. One division-wide training/planning meeting per year. (May include meals.)
b. One section-wide training/planning meeting per year. (May include meals.)
c. One department-wide employee recognition meeting per year (May include beverages
and light snacks, but no meals.)
d. Active response to ongoing public health emergencies when employees are required to
remain on premises for extended periods of time or outside of normal work hours.
e. Approved by the commissioner of health or designee per Administrative Procedure 4.4.
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3. No purchase of food for a party for an employee who is retiring or leaving state service will
be authorized, unless approval has been given by the commissioner's office to use the
department head expense account.
4. MDH encourages serving nutritious foods to employees and guests. A good standard is the
USDA My Plate guidelines: half the meal consists of fruits and vegetables, one quarter
protein and one quarter grains.
Additional considerations include:
a. Purchasing foods and beverages with no or reduced added sugars, saturated fat and
sodium are encouraged.
b. Purchasing foods and beverages with limited nutritional value such as soda pop and
candy are discouraged.
c. Foods provided for meetings and events always include healthy choices, including
substantive vegetarian and low-fat options.
d. When feasible, dietary restrictions should be identified and accommodated (e.g. identify
during event registration).
e. Healthy foods will be labeled as such and positioned more prominently than other foods.
f. All food is handled, prepared and stored in accordance with Food Safety Regulations.
g. In the event that a contractor organizes an MDH sponsored event, the contractor shall
collaborate with the appropriate MDH staff to approve the menu of foods and beverages
in accordance with the MDH catering policy.
5. MDH encourages the purchase of food in minimal, reusable, or recyclable packaging.
6. The cost of food will be charged to the appropriate activity's budget.
7. Catering services that cost more than $ 5,000.00 require vendor selection through a
competitive bid process facilitated by MDH's Purchasing Unit.
8. Department of Health form "Request for Approval to Incur Special Expense" form (HE01406) (RAISE) is to be completed for all catering services requests.
Procedure
Requestor
1. Determine the need and estimate the cost for catering services. If cost exceeds $5,000.00,
contact the Purchasing Unit.
2. Complete a RAISE form and forward to the division director or designee for approval.
Division Director or Designee
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3. Review request for appropriateness with department policy and verify available funding.
4. Sign form and return to requestor.
Requestor
5. Send the approved RAISE form to Financial Management by email to *MDH_FMRAISE-Forms.
Financial Management
6. Create a purchase order within 3 days of receipt of RAISE form.
Requestor
7. Make arrangements with vendor for items selected, delivery, and method of payment.
8. Assure services are delivered.
9. If invoice is received directly from the vendor, review/approve and send to Financial
Management, Purchasing Unit.
Financial Management
10. Process payment to vendor.
Some resources for healthy food guidance are:
Healthy Eating: http://fyi.health.state.mn.us/divs/hpcd/workwell/eatwell/catering.pdf
MDH Work Well: http://fyi.health.state.mn.us/divs/hpcd/workwell/eatwell/divide.html
Eat Well Work Well: http://www.eatwellworkwell.org/index.htm [attn: non-MDH site],
http://www.eatwellworkwell.org/pdfs/Nutrition_Guide_2008.pdf [attn: non-MDH site]
Meeting Well: http://www.acsworkplacesolutions.com/meetingwell.asp [attn: non-MDH site]
USDA My Plate: http://www.choosemyplate.gov/ [attn: non-MDH site]
Responsible
Manager(s):
Financial Services Director, Financial Management Section, 651-201-4622
[email protected]
Contact
Person(s):
Director, Accounting Operations, Financial Management Section, 651-201-4643
[email protected]
Last Updated:
03/18/2013
Related Policies (if any)
MDH Policy 104.05 - Beverages for Meetings
Agency Signature:
/s/Jim Koppel
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James G. Koppel
Deputy Commissioner
P.O. Box 64975
St. Paul, MN 55164-0975