Ordering sandwiches for a meeting, planning a summer gathering for your section, or organising a BBQ for your unit? Then there are a few details you should always make sure to keep track of.

Regardless of the occasion, you must always be able to provide:

• Date
• Location
• Purpose of the event
• Participants (both internal and external)

How to document catering

How the information should be documented depends on how the catering was purchased. This includes, for example:

Paying with a DTU credit card or making a personal reimbursement?
The information must be registered in DTU Expense – either in the comment field or as attached documentation.

Are you placing an order with a subsequent invoice?
Provide the required information in your reply to the email you will receive from aor-fakturabehandling.

Ordering through Compass Group?
The relevant information must be entered directly into the ordering system.

Ordering via an annual purchase order?
The information must be available upon request, e.g. through meeting invitations or agendas.

What about the list of participants?

If the event includes an entire organizational unit, it is sufficient to state the name of the unit and the number of employees.

If the event includes participants from different units, this must be specified. DTU employees may be listed by initials, while external participants must always be listed by full name and the company or institution they represent.

For open events such as anniversaries or open house events, an invitation may be used as documentation.

Please also remember to provide proof of payment for staff parties. 

Get the full overview at DTU Inside

You can find the complete guidelines for catering on DTU Inside. 

If you are interested in reading more about the financial framework, you can find it here.