Business Services Form - Food Expense Approval
Form
The Food Expense Approval form can be completed using the following form in DocuSign:
Policy
Roles
Approval Process
Upon hitting the form link above, the submitter will need to provide their name and email along with the name and email of the Gift/Grant/Project/Program Manager of the funding string being used to purchase the food.
On the form, the submitter will include all of the requested information for the event. DocuSign will not allow the form to be submitted if certain fields are not filled out. Please note that DocuSign marks all checkboxes as 'Optional' when you hover your cursor over them. This notification cannot be turned off, so follow the instructions printed on the form to make sure all information required for approval is provided. Failure to select a checkbox where required may result in a rejected form. Once all information is provided on the form, the form can be submitted. An email receipt will be sent to the submitter. Please keep track of this email as it can be used to track the progress of the form's approvals.
A second email will be sent to the Gift/Grant/Project/Program Manager where they can review the information provided by the Submitter and can provide their signature approval and submit the form to Business Services for review.
If a fund FD0133, FD0144, or FD0233 are being used, DocuSign will send the form to the Gift/Grant Approver for them to provide their signature approval. If those funds are not used or the Gift/Grant Approver approves the document, the form is sent to the Business Services Approver for the final approval.
Once the final approval is issued, the submitter will receive an email indicating that the approval process has been completed and will include a link to the approved form. Please save a copy of the form for your records as soon as you receive it and save the email in case you need to review the original form. Any qualifications related to the approval of the form are noted on the second page of the form in the notes section.
If the form is declined at any point in the process an email will be sent to anyone involved up to the point it was declined. That email will have a link to the declined form. The individual who declined the form must provide a reason for declining. You can access that reason by clicking the link in the email which will take you to the form. From there, use the 'Other Actions' pulldown in the top right and select 'View History'. Among the document history, there will be one record with 'Declined' in the Action column. The reason the document was declined can be viewed to the right of that.
