Contact Numbers

Vice President for Student Affairs' Office

WOU Catering

Karen Nelles, Director of Foodservices

ASWOU Business & Finance

Documents - Meals & Food
These documents allow organizations to purchase food for meetings or public events.Please refer to your expense request checklist for a list of the documents you need for your specific event or meeting.


Serving Meals & Refreshments Approval

Meals & Refreshments Approval FormBefore food or drink can be served at ANY event (including both public and private events), this form must be completely filled out then signed by an authorized institutional representative (listed below). This form tells the business office that one of the individuals listed below was aware of the food being served and approved of such. For organizations, the rules stipulate that they are allowed to purchase food ONCE PER TERM with their ASWOU accounts (per the Vice President for Student Affairs).

This form must accompany either the Catering Charge Authorization form (posted below) or the Expenditure Authorization form (posted below) PRIOR TO THE EVENT/MEETING. For questions regarding this form or the policy surrounding food and refreshments, please contact the Vice President for Student Affairs' office in the Werner University Center (across from the bookstore).

Submit this form and either the Catering Charge Authorization Form OR the Expenditure Authorization form to the ASWOU Office Coordinator to collect signatures.

Authorized Institutional Representatives:

  • President of Western Oregon University - Mr. Mark Weiss
  • Provost & Vice President for Academic Affairs - Dr. Kent Nelly
  • Vice President for Student Affairs - Dr. Gary Dukes

  • ONLY THE INDIVIDUALS LISTED ABOVE CAN SIGN THIS FORM. OTHER SIGNATURES WILL RESULT IN DISAPPROVAL AND REQUIRE PAPERWORK TO BE RE-DONE.
ASWOU Catering Charge Authorization

ASWOU Catering ChargePlanning on using WOU Catering?

Once your request to serve food or beverages at a meeting or event has been approved, you'll need to fill out this catering charge authorization. The first form allows for the serving of food and beverages while this form authorized by ASWOU representative allows you to spend monies from your account to supply that food from WOU catering.

This form along with the WOU Pre-Approval Form for Serving Meals & Refreshments should be turned in to the ASWOU Office Coordinator PRIOR to your event/meeting so that they can collect the necessary signatures before your event/meeting.

ASWOU Expenditure Authorization

Expenditure AuthorizationUsing personal funds to purchase food?

Once your request to serve food or beverages at a meeting or event has been approved, you'll need to fill out this expenditure authorization. The first form allows for the serving of food and beverages while this form, authorized by ASWOU representatives, allows you to spend your own personal funds and get reimbursed for the expenses after.

This form along with the WOU Pre-Approval Form for Serving Meals & Refreshments should be turned in to the ASWOU Office Coordinator PRIOR to your event/meeting so that they can collect the necessary signatures before your event/meeting.

If you're purchasing outside food using personal funds, please download the following as well!


WOU Campus Catering WaiverIf you're using personal funds for an event to be held on-campus, the WOU Campus Food Policy requires that you fill out a Catering Waiver to be signed by the Foodservices Director, Karen Nelles. This form should be submitted with everything that you turn in so that your approval will go quickly and smoothly. Karen Nelles can be found in the Office of University Housing and Campus Dining in Ackerman Hall.

ASWOU Personal Reimbursement

ASWOU Personal ReimbursementThe Personal Funds Reimbursement is to be completed AFTER the event is over in order to have a check cut for the funds that were previously authorized to spend from your own, personal monies. Please remember to only purchase the items you'll need for the event/meeting and put personal items on a separate receipt. The business office will send back the paperwork if personal items are mixed in with reimbursable items. Everything on this form needs to be filled out so that it can be processed quickly without being returned for lack of information.

If you're getting reimbursed for food served at a PRIVATE, CLOSED meeting (i.e. club meeting), you'll need to have a "sign-in" sheet attached with this reimbursement form to show how many people ate. You will also need a copy of the agenda as the meeting MUST be two (2) hours or greater in length.

If you're getting reimbursed for food served at a PUBLIC, OPEN event, you'll need to attach a copy of the event flyer or schedule of events.

PLEASE BE SURE TO ATTACH ALL RECEIPTS TO A BLANK PIECE OF PAPER AND ATTACH TO THE REIMBURSEMENT FORM! Any paperwork submitted without receipts WILL NOT BE PROCESSED.

ALL REIMBURSEMENTS SUBMITTED WITHOUT PRIOR APPROVAL (VIA THE EXPENDITURE AUTHORIZATIONS FORMS) ARE AT RISK OF NOT BEING APPROVED AND PAID.

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