Overview
Special Events Eligible to Use "Food Points"
"Special Events on Points" Protocol
Special Events Eligible to Use "Flex"
Appeals
"Special Events on Points" Application

“Special Events on Points” Policy

 

1. Overview

As part of its mission to serve the Duke community, Dining Services allows student organizations to use student Dining Plan “Food Points” to pay for group dining activities and to raise money for charity.

In order to protect Duke's non-profit, tax-exempt status, provide reasonable food-value for students, and protect Dining Services' financial stability, certain restrictions apply to the collection of Food Points.

• Food Points can only be used for the purchase of food items (no non-food items or donations).
• Food Points can only be used for the purchase of food items from one of Dining Services' on-campus operations.
• Food Points can only be used for events held on campus.
• Student organizations may only collect Food Points under certain conditions (see B).

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2. Special Events Eligible to Use “Food Points”
   1. Events to Raise Money for Charitable Organizations
      1. Student orgSpecialanizations may sell food at events intended to benefit charitable organizations.
      2. An on-campus Dining Services operation must provide the food.
      3. The event must be held on campus.
      4. Approved events will be eligible to accept Food Points and Flex as payment.
      5. The cost of the food item(s) to the student is based on the actual cost of the food item to the sponsoring organization.
         1. Take actual cost of a food item.
         2. Add maximum 15% donation and appropriate administrative fee.
      6. Student organizations can only collect Food Points for the items listed on the application.
      7. Student organizations cannot collect “donated” Food Points.
      8. Food Points will be accepted only for the food portion of the total event cost.
      9. Food Points are not eligible to cover other event expenses (such as entertainment, door prizes, etc.).

2. Group Purchases of Food Items (“Pooling” Food Points or Flex)
   1. Student organizations may pool Food Points or Flex to make approved group purchases.
   2. Pooled Points are only acceptable at any on-campus operation that normally accepts Food Points.
   3. Pooled Points allow for no mark-up other than the administrative fee.
   4. Student groups must use DukeCard Office handheld card readers to collect pooled Points.

3. Campus-Wide Cultural Events
   1. Only valid for Octoberfest and Springternational.
   2. Student organizations may accept Food Points and Flex for approved food items.
   3. Sale price to customer equals cost to organization plus administrative fee.
   4. An 18% administrative fee applies.

4. Community Service Center Food Points Drive
   1. Only valid during an official Community Service Center Food Points Drive.
   2. Pre-approved student organizations may collect charitable Food Points donations without selling food items.
   3. The “cap” amount for donations is $10,000 per semester.
   4. Student groups interested in this program should contact the CSC.

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3. “Special Events on Points” Protocol

1. Determine whether an event is eligible to accept Food Points.
   1. Read this “Special Events on Points” Policy.
   2. Contact Dining Services (029 West Union ; 660-3900; dining@notes.duke.edu ) with any questions.

2. Fill out the “Special Events on Points” Application. To find a student organization's fund code, call 684-2623.
   
   
3. Submit the following to the Dining Services Office at least two weeks prior to the event:
   1. Completed "Special Events of Points" Application. To find a student organization's fund code, call 684-2623.
   2. Food cost estimate on the designated on-campus food provider's letterhead
   3. 501C-3 status verification of the student organization's chosen charity (if applicable)
   4. Blank IRI with the student organization's fund code and appropriate signature (to cover any uncollected balances).
      
      
4. Receive a response from the Dining Services Office within one business week.
   1. If the application is accepted, proceed to Step 5.
   2. If the application is rejected, the student organization can do one of the following:
      1. Tweak the event to adhere to this Policy and resubmit the application (Step 3)
      2. Appeal to DUSDAC
      3. Apply to use Flex only through the DukeCard Office
         
         
5. Learn the handheld-reader availability from Dining Services (after Dining Services checks with the DukeCard Office).
   
   
6. Pick up the handheld card-reader(s) prior to the event, as scheduled with the DukeCard Office.
   
   
7. Use the handheld card-reader(s) as directed. The DukeCard Office does not guarantee funds collected on offline readers.
   
   
8. Return the handheld card-reader(s) to the DukeCard Office within 24 hours of the event's conclusion.
   
   
9. Submit copies of the food receipt(s) to the Dining Services Office.
   1. Food receipt(s) should be on the designated on-campus food provider's letterhead
   2. Dining Services will not authorize any funds transfer without a copy of food receipt(s).
      
      
10. Receive funds from the DukeCard Office (if not “pooling” Points).
    1. Upon receiving the food receipt(s), Dining Services will…
       1. Audit the food receipt(s) and reconcile it (them) with the aggregate Food Points collected.
          1. If there is no discrepancy, proceed to Step 9b.
          2. If there is a discrepancy, Dining Services will make necessary corrections and contact student organization.
       2. Calculate the specific sum to transfer to the designated charity (if applicable).
       3. Contact the student organization with this information or any questions.
    2. At the end of the fiscal month, DukeCard Office will…
       1. Subtract administrative fees
       2. Transfer the balance to the student organization's fund code (not via check) (if not “pooling” Points).
          
          
11. Transfer the specific sum (per Dining Services' calculations) to the designated charity (if applicable).
    
    
12. Submit a letter of acknowledgement of the donation to the Dining Services Office (if applicable).
    1. Letter of acknowledgement should be on the designated charity's letterhead.
    2. Dining Services will consider receipt of such letter when making future “Special Events on Points” decisions.

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4. Special Events Eligible to Use “Flex”
   
   
   1. Student organizations may accept Flex for…
      1. Sales of food or non-food items
      2. Charitable donations without restriction under this policy (other University regulations may apply).
         
         
   2. Student organizations wishing to use Flex…
      1. Are not required to complete a “Special Events on Points” Application
      2. Are required to complete a Special Event Form at the DukeCard Office prior to collecting Flex points.

       

5. Appeals
   
   
   1. Student organizations have the right to appeal any Dining Services' “Special Event on Points” decision.
      1. File a written appeal to the Duke University Student Dining Advisory Committee (DUSDAC).
      2. DUSDAC will review the appeal during its regular weekly meeting.

 

Click here for "Special Events on Points" Application

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