1 Welcome to Online Catering at NJIT Gourmet Dining Services v. 6/14/06 ONLINE CATERING MANUAL
2 2 Table of Contents Login and User Information 3 Online Catering Homepage 4-5 Booking an Order 5-8 Menus & Additional Items 8-9 Checkout Process 10 Approval Process 11 View / Update / Cancel Orders 12 Re-Order / Download to MS Excel 13 University Guidelines 14 Contact Information 15 NEW: Special Ordering Menus Meal Vouchers Meal Cards Summer Groups Buffets Program Vouchers
3 3 Welcome! Welcome to Online Catering! This manual gives the details necessary to access and use our Online Catering Application. You can also view this info online by clicking on the help button. This manual will give you instructions on every step of the ordering process. You will also learn how to view, update and cancel orders as well as view and download the history of orders. Log In & User Information You can access the online catering section through NJIT Highlander Pipeline. Log in through the normal login (From the NJIT homepage, click My NJIT and log in). If you need assistance with your UCID, contact the UIS Help Desk at extension NJIT Highlander Pipeline Login Screen On the NJIT Highlander Pipeline homepage, click the faculty / staff tab, then click the link for Online Catering. This will re-direct you to the Online Catering Homepage. Your user information will populate automatically. We will use this information to contact you on your catering orders. You will not be able to change user information through the catering page. To change your user information, contact the UIS Help Desk at extension 2900.
4 Online Catering Homepage From this homepage, you have links to all functions of the online application. 4
5 5 Home Screen Details Book an Order - Create an order for an event, view menus, and order food and other items. Your Account Basic Place an order to an FRS account or switch to an outside user account and pay by check/credit card. Orders - View, update, cancel current orders; download order history. Online Support Contact GDS for assistance through our trouble ticket system. User Information - View your contact information. Demos Quick online demos of the online catering system. Utility Request menu items, approval report or FRS access. Booking an Order Please Note - Orders with more than one meal require a separate order for each meal.
6 6 Entering Order Information From the homepage, click the link Book an On-Campus Order or Book an Off-Campus Order. This will bring you to the Order Information page. All information on this page is required. Account Information Enter your FRS account number and choose the expense object code in the drop down box: 5115 FOOD AND RELATED EXPENSES (system default) 5106 FOOD AND RELATED EXPENSES - INTERCOLLEGIATE TEAMS 5198 ALCOHOL 6926 ATHLETIC RECRUITING The FRS account number will be validated when you save this page. If you have entered an invalid account number you will get an error message and not be able to save the page until the FRS account number is valid. Below the FRS account information you need to enter Full Order Description/Purpose (why you are having the event). You will then need to enter the Attendees at the event (who is attending the event). Then on the next line enter an abbreviated description (14 characters or less) of the event. Example 1: Example 2: Example 3: Full Order Description/Purpose Department of Mechanical Engineering Spring 2006 academic planning meeting. Full Order Description/Purpose Spring Open House for potential Fall 2006 incoming freshman class. Full Order Description/Purpose Recruitment lunch with prospective candidate for vacant Assistant Dean position in the Dean s Office. Attendees: Department Chair, Associate Chairs, Academic Coordinators. Attendees: University Administration, University Admissions Staff and an estimated 1,500 prospective students and family. Attendees: Perry White, Dean Lois Lane, Associate Dean Jimmy Olsen, Department Chair Clark Kent, Candidate. Abbreviated Order Description (14 characters or less): SPR ACAD PLAN Abbreviated Order Description (14 characters or less): SPR OPEN HOUSE Abbreviated Order Description (14 characters or less): RECRUIT LUNCH
7 7 Event Information: Location, time & number of guests Please Note: This system does not reserve the room for your event. Under order information you will enter the location, time and number of people you will be having at the event. You can navigate back to this page at anytime to change order info and the number of people up to 24 hours prior to the event. Use the additional comments box to provide GDS with any additional information regarding the event. Click save order info button to proceed to the menu selection page. GDS Approval Orders for all events must be booked 48 hours in advance. GDS approval is required for orders placed within 48 hours of the event. In addition, orders placed Friday for Monday also require GDS approval. You should contact a GDS representative on Ext to let GDS know you placed a last minute order. Please have your order number ready when you call. You will see the status A-GDS in view pending orders when GDS approves the order for the date. When the account responsible person or designee approves the order,
8 8 you will see the normal A for approved and the event will be catered. If the event cannot be catered because of the time, you will see C-GDS for the status (canceled by GDS) & the event will not be catered. You will automatically receive s as the order is approved or canceled. Menus & Additional Items Choose your Menu Highlight the menu category by clicking on it and then click the view menu button. When the menu page comes up, choose the items you desire to order for your event. Click on the save and continue button at the bottom of the page to view the cost estimate of your order. You can add items to your order by clicking the menu button on the navigation bar. Then repeat the process of choosing a menu category and items.
9 9 Extras Click the extras button on the navigation bar to add extra items to your order. This includes upgrades to china, linens & table cloths, as well as items not included as part of the food order. You can also add service staff through this link. When you are finished adding these extras, click the save and continue button on the bottom to proceed to the cost estimate page. Alcohol Alcohol is billed to expense object code 5198 and must be ordered separately. To add alcohol and bar staff to an order, go to view all orders on your home screen. Search for the order to which you want to have the alcohol included. Click on the action drop down menu and choose add alcohol. This will bring up the event information. Click save event info and open the menu for alcohol. Then submit your order. You will notice on the checkout screen that the original order number with which the alcohol is associated is referenced. All alcohol orders require a 5 hour minimum. A GDS bartender must be present for the entire event when alcohol is being served. Cost Estimate Page You can add other menu items and extras by clicking menu on the navigation bar. You can remove items by clicking the checkbox next to the item and then clicking the Remove Items button. If you are satisfied and want to complete your order, click the checkout button on the navigation bar to proceed.
10 10 Checkout Process After reviewing your estimate you will get one final view of your order on the checkout page. If you need to make any adjustments, use the navigation bar to go back to the appropriate pages. You can go back to any part of the order to make any appropriate changes, such as date of event, number of people, menu items, etc. Even after you have submitted an order, you can still make changes by clicking view orders on your homepage and choosing update in the drop down menu in the action column. Additional Comments As you scroll down the checkout page you can add additional comments to your order. Any special requests or comments for your order should be put in here. If these comments result in a change to the cost of your order, you will receive an from GDS with a description of the change.
11 11 Authorization for Order All orders require approval from the account responsible person or designee, which will be requested via a system generated once the order is submitted. If there is more than one designated approver, you will be able to select one of them to receive the system generated for approval. Click the I agree checkbox and then click submit order to complete your order. notification will be sent to appropriate Dean / Vice President level for all orders exceeding $5,000. Their approval will not be needed to authorize catering of your order, but they will be able to cancel it. Approval Process and Viewing Orders Approval Upon submission, a copy of your order will be ed to the address supplied on the checkout page. The approver will click on a link in his/her to approve or cancel your order. When the order is approved or canceled, you will receive an of the order s status. If the order is not approved or canceled, you will not receive an , the order will stay pending, and the event will not be catered. IT IS YOUR RESPONSIBILITY TO MONITOR YOUR ORDERS TO ENSURE THEY ARE APPROVED.
12 12 Viewing Orders You can view a list of all orders on the home screen, under the heading Orders. Here you can view orders by status. All upcoming orders can be viewed under pending until they are approved. Then you can view upcoming orders in the view approved orders section. You can view any order upcoming or past in the view all orders section, by running a date range search. The search options allow you to search for an order by order number, FRS account number, approval address & date range. You can view information on the order by clicking the order number link. Through the action drop down, you can update, add alcohol, re-order, cancel or delete. (You will only see the delete option if the order is canceled first). Update / Cancel Orders (24 Hour Notice) You can update or cancel an order up to 24 hours before the event by clicking view approved orders on the homepage and choosing update or cancel in the drop down menu in the action column. If the update increases the total cost already approved
13 13 for the order, another will be sent to your approver for authorization of the change. To delete a canceled order, click delete in the drop down menu in the action column. The delete action will only show up on a canceled order. Download Orders to MS Excel You can download any report list to Microsoft Excel. This information includes order number, date, price, FRS account number, expense object code, username, approver s , date approved, date updated, status, order info, order purpose & Attendees. Click the link download this report to excel to download the current screen. Click the link download all orders to excel to download the history of all orders you have placed. Re-Order You can place the same order by clicking the action re-order. This action will save you time when you need to order the same menu for an event. Clicking the action will bring up the event info screen of the order you are re-ordering. Change the date for the new event and make any other necessary changes to the order information screen. Click save event and you will see the estimate with all the same items you had on the previous order. You can add or remove menu items like you do when you update an order. Click checkout and submit the new order.
14 14 University Guidelines Accountability and Budget Verification At this time, there will be no automatic budget check of on-line catering. This means that all GDS catering expenses will go through regardless of budget availability. Note that it is the responsibility of the authorized account representative to maintain budget control. Any required budget transfers must be submitted to the Budget Department on a timely basis. No budget over-commitments are permitted. Further, if the food expense is deemed unreasonable, excessive or not related to conducting official NJIT business, the account responsible person will be liable for appropriate reimbursement to the university. Food Service/Catering Object Code Definitions Official Receptions/Meetings Expense Reasonable food expenses incurred as part of an official NJIT-sponsored conference, meeting, or special event. Alcohol is generally not permitted at university functions. However, if alcohol is provided as an exception, then object code 5198 must be used. Also, alcohol should only be charged to discretionary operating funds (normally a 5-3xxxx or 8-8xxxx account) Excludable Travel, Conferences And Meals Allowable food and entertainment expenses incurred on official NJIT-sponsored business but does not satisfy Federal A-21 guidelines used to calculate the Facilities and Administrative Rate (formerly known as the Indirect Cost Rate). Unallowable expenses include alcoholic beverages, alumni activities, commencement and convocation costs, and goods and services for personal use Food And Related Expenses - Intercollegiate Teams All expenses related to intercollegiate team travel including transportation, meals, lodging and intersession meal allowance ATHLETIC RECRUITING All expenses associated with recruiting prospective student athletes, including transportation, lodging & meals.
15 15 Contact Information GDS Technical Michael Frungillo GDS Technical 2 Fernanda Bruno (973) GDS Catering Inquiries Rich Wenskoski x3618 NJIT UIS Help Desk x 2900 NJIT Budget x 3125
16 16 Special Orders GUEST VOUCHERS To place an order for Guest Vouchers, create an order online by clicking the link create guest voucher. Order Info Screen: Fill in all information for billing for this order and click create voucher.
17 17 If you don t see the below pop-up voucher to print, please make sure you allow pop ups by clicking on the windows alert under the address bar. Order ID# Date Created: 6/14/06 Amount: $ maximum $8.00 per person Issued By: Michael Frungillo Issuer Signature: Date of Usage: Attendees: Joe Lally (athlete) & Assistant Coach Attendee Signature: *A Photocopied signature will not be accepted. Please use Blue Ink to sign. Sign the Voucher in the row that says Issuer Signature After the voucher is used the Attendee must enter date of usage sign where it says Attendee Signature. Please note photo copied signatures will not be accepted. You will receive an of the actual amount used after voucher is used.
18 18 SUMMER MEAL BUFFET To place an order for an All Day Meal Buffet, create an order online by clicking the link book an on campus order. Order Info Screen: Fill in all information for billing for this order. Then, for Order Information enter the following: Building, Date: x/xx/xxxx, Time* *Put the time the first buffet will take place. You will have the option to choose buffet times for breakfast, lunch & dinner on the Summer Buffet Menu. Make sure your pickup time is an hour after your start time. Summer Buffet Menu: The standard summer buffet menu comes with Hot & Cold Meal with a Beverage and Dessert, 45 minute serving period per meal. Fill in the time you need the buffet & number of people. Also you can add unlimited beverages, extra service. You can also order box lunches for pickup. Click save and continue at the bottom of your screen and submit the order. If the counts change per meal buffet, they will be updated by Gourmet Dining and an updated invoice will be ed to you.
19 19 SUMMER MEAL CARDS To place an order for Summer Meal Cards, create an order online by clicking the link book an on campus order. Order Info Screen: Fill in all information for billing for this order. Then, for Order Information enter the following: Building: Campus Center, Room: Cafeteria, Date:*, Time** *For the date, put the first day of meal card activation. ** For the time put in 7 AM Delivery Time, 8 AM Start Time, 8 PM Pick-Up Time. (This is a default to create the order, there is no time restrictions for meal card usage) Chose the number of days you require card activation for a week period (every week, you will need to fill out an order online for the upcoming week; use the re-order
20 20 function). Then put in a number of estimated students that will be on the appropriate card plan. The actual usage amounts will be updated on this order after the week. You will receive an when the actual invoice amount is entered based on actual usage. Once your order is complete, please contact Susan Romano x to enter the individual students into the meal card system.
21 21 PROGRAM VOUCHER To place an order for Program Vouchers to be used for cafeteria purchases you must create an order online under menu heading Program Voucher. Please note that the program director must supply the student group with vouchers to be used in the cafeteria. Order Info Screen: Fill in all information for billing for this order. Then, for Order Information enter the following: Building: Campus Center, Room: Cafeteria, Date: Put week ending date. Time For the time put in 7 AM Delivery Time, 8 AM Start Time, 8 PM Pick-Up Time. (This is a default to create the order, there is no time restrictions for meal card usage) Number of People: Put in 1. (you will enter number of people for each day on the menu. MENU: Click on the menu PROGRAM VOUCHER. Please fill in each field accordingly: For each day put in the following: o Enter the estimated number of people o Enter the max price for each person See screenshot on next page:
22 22 Click the button to save and continue and continue to submit the order. You will be ed the actual amount after the program week is complete.