On campus catering is available from Daemen Dining (provided by Hallmark Food Service) through the following procedure:

1. Customer places catering order with Conference Services
2. The order is entered into the catering system and a dining contract is created by Daemen Dining for a cost estimate. Follow any internal procedure that may be required by your department or office for pre-approval of your event expense.
3. The dining contract is sent to Conference Services for approval by the customer.
4. Customer reviews and approves contract – any changes made will generate a new contract up until deadline for changes. Do not submit a payment request until after the event, please wait to receive the invoice from Daemen Dining.
5. An invoice for the event will be sent to the customer within 24 hours after the conclusion of the event. This invoice will include the final amount due, including bar charges (if applicable).
6. Questions regarding charges should be directed to Daemen Dining (Hallmark Management Inc).
7. Once the invoice has been received, it will need to be processed for payment using the online E-procurement system.

E-Procurement – How to Create a Payment Request for a Daemen Dining Invoice

1. Create a Payment Request
   • Request Date – defaults to entry date: change date to reflect the date of the event to ensure correct budget year is charged
   • Vendor ID – use 129583 for Hallmark Management Service (4380 Main St)
   • Invoice Number – as shown on invoice (event number)
   • Invoice Date – as shown on invoice
   • Click “add item”
   • Description – date and event name; qty=1 and price is the invoice total
   • Add account/department number
   • Total may be split between multiple budget lines within a department/office (choose “Add GL account” if amount needs to be split). See step 2 below if the cost is to be shared between more than one department/office.
   • Click “add item”
   • Choose “save and attach” to attach a PDF copy of the invoice for approver reference.
2. Sharing Expense with another department/office
   • Each area will have to submit a payment request for their portion of the expense. Please write a note in “internal comments” box saying that “X” department/office is paying the balance of the invoice.
   • There may be a warning if multiple people use the same invoice number – it is ok to continue even with this warning.
   • Attach copy of the invoice to all payment requests that comprise the portions of the payment
3. Invoice Payment
   • Invoices are paid weekly to Daemen Dining (Hallmark).
   • Please be sure to submit your payment request within 2 business days of receiving your invoice to allow time for approvals and timely payment of the charges.