Skip to content

Catering and events

The University's preferred method of payment for catering, events & entertainment is the corporate credit card.

Staff with a corporate credit card are expected to use their card to pay for all catering, events and entertainment services. In the event the expenditure exceeds the credit limit or you don't hold a corporate credit card, a Requisition must be raised in eProcurement prior to the event / entertainment taking place (the Entertainment Expenditure form must be attached).

The Non-Allowable Expenses Procedures provides practical examples of expenses that are considered non-allowable (or personal in nature), exceptions to these categories which are allowable, and reasonable expenditure thresholds for gifts and entertainment.

Catering Services

Can include:

  • providing food and / or drinks
  • venue / equipment hire
  • wait staff whilst entertaining employees and their associates.
Events & Entertainment

Can include:

  • staff social functions (end of year events, celebrations of achievements)
  • business lunches with clients /associates
  • recreational activities / days including team building activities held at an entertainment venue

  • Fringe Benefits Tax (FBT)When is FBT payable on meals & entertainment?

    What is FBT and when is FBT Payable? 

    A fringe benefit is a benefit provided to an employee (or their associate). Benefits can also be provided by a third party under an arrangement with the employer. An employee can be a current, future or former employee.

    Entertainment related FBT may arise from providing employees and associates with the following;

    • entertainment by way of food, drink or recreation
    • providing accommodation and/or travel including taxi’s in connection with such entertainment
    • paying or reimbursing expenses incurred in obtaining something covered by the above points

    If providing these events for employees and associates you will need to determine whether the event / entertainment will require you to pay FBT.

    For a breakdown of possible FBT on meal & entertainment expenses, view the Meal and Entertainment Tax Guide matrix. This also provides the correct general ledger account codes.

    When is FBT not payable?

    FBT is not payable for:

    • clients or students consuming food and drink
    • employees consuming food and drinks whilst travelling or attending local seminars, workshops, conferences or similar events
    • providing employees and associates with food and drink in the way of refreshments during a working day or for work related purposes e.g. finger food in lunch time meetings.

    In order to determine if FBT is payable on any type of catering, event or entertainment expenditure, and to calculate the taxable value of the benefit if applicable, a list of attendees noting their relationship to the University (e.g. staff or non-staff) must be provided.

    • If paying on the corporate credit card, acquit the transaction and attach a list of the attendees (non-staff vs staff)
    • If raising a Requisition in eProcurement, attach the Entertainment Expenditure Form
      • Note: if the breakdown of employees vs non employees is not known when raising the Requisition, the total must be charged to 2786 and amended after the event/ entertainment
    • If paying via an invoice - attach the Entertainment form.

  • Using the National Wine Centre FBT free status - financial benefits

    It is recommended that staff functions or social events are held at the National Wine Centre (NWC) on North Terrace.

    Staff functions and events conducted by the University at the NWC will not attract FBT for the staff attending, similarly catering services provided by the NWC on University grounds are also FBT exempt.

    This FBT free status is only applicable for functions or events invoiced by the NWC (does not apply to other suppliers even if the event is held at the NWC) and paid using a corporate credit card or tax invoice

    Refer to the fact sheet which explains the financial benefits and potential savings.

  • Social Enterprises - catering in the CBDSupporting local initiatives to help the disadvantaged

    The University has two panel suppliers in the CBD that are social enterprises.  These businesses create jobs, opportunities, and support for disadvantaged and vulnerable people, while providing quality food and beverage catering services.

    Foodprint Experience

    Foodprint Experience, located at 111 Franklin St Adelaide, is committed to creating not only delicious, but also healthy, sustainably sourced meals that make the world a better place. Every meal or coffee purchased provides employment opportunities to vulnerable and disadvantaged community members.

    A conscious decision is made on how it impacts the environment and the people within it such as the produce that is sourced, the cleaning products used, the management of waste and how we build our community.

    To order
    1. Select from the catering menu
    2. Contact 0434 675 863 or melissa@thefoodprintexperience.com.au
    3. Delivery charge to the CBD is $15, orders over $500 free.

    Café Outside the Square

    Located at 2 Chief St, Hindmarsh, Café Outside the Square is a 100% charity run social enterprise. They provide food support and training opportunities for disadvantaged and vulnerable people right across SA, including those experiencing homelessness.

    By using Café Outside the Square for your catering needs, will help people experiencing homelessness and the underprivileged. As all profits are poured back into support and training programs for those less fortunate in the community.

    To order
    1. Select from the catering menu
    2. Contact 0418 666 622 or hello@cafeoutsidethesquare.org.au
    3. Delivery charge quoted on each order.

  • On campus events and cateringInformation about holding events on campus

    Event support on campus - Campus Services - Event Support

    HSW FAQ's for campus events - Events Safety Management

    On campus catering options - Campus Catering

    Event management and promotion - Marketing - Events

Procurement
Address

Finance
THE UNIVERSITY OF ADELAIDE
SA 5005 AUSTRALIA

Contact

T: +61 8 8313 3414
F: +61 8 8313 4350
finprosupport@adelaide.edu.au