CATERING REQUEST OR SNACK ORDERS

The number one goal of the food service department is to provide nutritious, tasty meals for our students!

Sometimes, we receive requests to provide catering services or order snacks for other departments or programs in the district. We will provide meals for special events or order snacks when scheduled in advance & upon approval.

These events will not be approved if they will cause hardship to the food service program or our ability to serve our students in any way.

Procedure for Catering Requests:

1. Sponsoring party will contact the Lead Cook- LaVon Lounsbury (509)573-7479 [email protected] providing as much advance notice as possible but a minimum 2 weeks is required. An estimated meal count must be provided at least 2 weeks in advance of the scheduled event.
2. The Lead Cook will work with the sponsoring party to help develop a plan of action & help determine the amount of food needed.
3. The Lead Cook will determine the number of staff and hours needed to complete the request. Then forward this information to the FS Secretary along with the sponsoring parties contact information.
4. The FS Secretary will contact Payroll for an estimate of Labor Costs.
5. The Lead Cook will schedule staff members to work the event.
6. The Lead Cook will work with the Inventory Specialist to order the correct amount of food.
7. The Inventory Specialist determines the cost of food and supplies. The total is sent to the FS Secretary.
8. An estimated cost will be provided to the sponsoring party by the FS Secretary. This is only an estimate and prices are subject to change.
9. The FS Secretary must receive a purchase order number from the sponsoring party before any food or supplies are ordered.
10. A firm count for meals must be provided at least 1 week in advance by the sponsoring party.
11. The event will take place!
12. The Inventory Specialist & Lead Cook will work with the Food Service Secretary to ensure that the event is properly billed and the food service department is properly reimbursed. (See catering & snack billing). The bill will be created based on the firm count that was provided 1 week before the event.
13. The Food Service Secretary will send the invoice to the District Office for payment.

 

Procedure for Snack Order:

 

1. Sponsoring party will contact the Inventory Specialist- Jennifer Ramos (509)728-3340 or [email protected] providing as much advance notice as possible but a minimum 2 weeks is required. An estimated snack count must be provided at least 2 weeks in advance of the date snacks are needed.
2. The Inventory Specialist will work with the sponsoring party to help develop a plan of action & help determine the amount & variety of snacks needed.
3. The Inventory Specialist determines the cost of the snacks & work with our food vendors as needed.
4. An estimated cost of the snacks will be provided to the sponsoring party by the inventory specialist. This is only an estimate and prices are subject to change.
5. The Inventory Specialist will order the snacks.
6. When the snacks arrive the Inventory Specialist will deliver the snacks to the agreed upon location or person.
7. The Inventory Specialist & Food Service Secretary will work together to ensure that the event is properly billed and the food service department is properly reimbursed. (See catering & snack billing).
8. The Food Service Secretary will bill the sponsoring party.

 

CATERING & SNACK BILLING INFORMATION

 

The Food Service Department is Federally Funded and is required to ensure that no federal funds are spent to support any food or event purchased that does not directly benefit the NSLP or SBP programs. When other programs request the food service program, provide catering services or order snacks for other programs or events, billing will be applied as follows. 

Catering Billing: 

Catering is considered an event that requires the food service department to provide food and labor for another program. Labor could mean that a food service staff member is present at the event or it could mean that the food required a food service staff member to cook and prepare the food. 

Catering services billing:

1. Employees hourly rate including all overtime & benefits per hour for each food service employee including clean up.
2. Cost of food & supplies.
3. +20% administrative fee
4. total employee cost +cost of food=total +20% administrative fee= Grand Total to be billed

After the number of labor hours plus the cost of food is determined the food service department will add an additional 20%.

This will ensure that we are not out of compliance with federal regulations.

Snack or Food Billing: 

Ordering food or snacks requires zero preparation or labor from the food service department. Ordering food or snacks only requires time ordering, receiving, & delivering the products.

After the food or snacks are ordered the sponsoring party will be billed the cost of food plus the food service department will add an additional 20%.

This will ensure that we are not out of compliance with federal regulations.

For more information please see nonprogram food revenue reference sheet below.