Catering Payment Procedure

Event Payment Information

Morgan State University departments must identify an approved payment method and submit all required documentation before catering services can be confirmed.

Accepted Payment Methods

The following payment methods are accepted:

• R*Stars: Agency Code R13; PCA 00840; Agency Object 0811; Transaction Code 412

• Electronic Funds Transfer (EFT/Wire Transfer): Contact the University Events Office for banking information and Bursar’s Office verification.

• Purchase Order (PO): A valid PO is required for catering services.

• Fund Request Form: Must be approved by Tomasine Kirkland.

• Credit Card: Payments may be made in person or by phone.

• Cash

• Check: Checks must be made payable to Morgan State University, not SodexoMagic.

Approved Purchase Orders and Fund Request Forms must be submitted to the University Events Office, not SodexoMagic Catering.

Payment Deadline

The selected payment method and all required supporting documentation must be received at least three business days before the event.

If payment is not received by the deadline, the catering order must be cancelled. Clients may not be contacted after an event to request payment. Post-event payment collection is considered an auditing issue, delays invoice processing, and may result in compliance violations.

Purchase Order Requirements

Purchase Orders must be used for catering expenses. Departmental budget codes may not be used as a substitute for a valid PO.

A departmental budget code may be used temporarily to issue an event number while the PO is being processed. The department remains responsible for submitting the valid PO number. Departmental budget codes may be used as payment only for equipment rentals.

A justification or list of attendees must accompany every Purchase Order used to pay for catering. This documentation is required by the State of Maryland.

Bypassing the Purchase Order process is a violation of University policy.

Events Including Alcohol

Purchase Orders and State funds may not be used to pay for catering orders that include alcohol or bar services.

When alcohol is served, the only acceptable payment methods are:

• Cash

• Credit card

• Check

These requirements apply to all campus events, including events funded by outside entities. Departments are responsible for ensuring compliance when planning events that include alcohol or bar services.

Payment Processing

Credit card, cash, and check payments must be submitted for processing immediately upon receipt.