America-To-Go

Accounts Payable(AP) approval of the event on state funds can be obtained by adding a comment on the HokieMart. This comment should contain the name of the event, the business purpose of the event, and whether there will be attendees outside of Virginia Tech. 

When in the search box, choose to send this email to (First name) Catering (Last name) Approval. This will route the email to the group in AP who will be processing orders and giving you the needed approval. 

Complete the order as normal. Ideally, you will receive an answer from AP within 48 hours from the time you send the comment. Where the event happens prior to receiving AP approval, the department will proceed with the order at its own risk, assuming it will be approved for purchase on state funds.

If the event is not approved for payment on state funds, the user will cancel the order with ATG and in HokieMart. If the user still wants to have the event, they will use foundation funds and the foundation’s rules and procedures to purchase outside of the HokieMart system.

If you do not have foundation funds you will need to make changes to lower the per person amount to stay within AP’s per diem range.

If your department has foundation funds to use to cover the overage put the foundation fund number in the internal notes section of the PR in HokieMart.  AP has a clearing fund they will use to pay the overages in Hokiemart, and then they will bill your foundation fund afterwards for the amount used.

Alcohol will be treated similarly to the over-per diem issue discussed above.  Please put the foundation number you want to pay for the alcohol with in the internal notes of the HokieMart requisition.  Alcohol charges will not be invoiced electronically. AP will send any alcohol related charges straight to the foundation for payment directly to the supplier.

Possibly depending on how the caterer does business.  If they allow for complicated catering with many options such as linen, utensils, flowers, room rental etc. It may be in your best interest for the caterer to provide you a quote ahead of time and then load that quote into the ATG system as a custom order for you to go out and pick up when ordering in HokieMart.

Yes, you will still need to do this.  This can be added after the event takes place and you have the completed list of who attended your event.  Attach the list to the HokieMart Receipt as an attachment when doing your HokieMart Receiving.  By doing this, AP can review this list when they process the payment.

The VT department should do receiving as soon as the event is completed.  Any changes from the original order should be put in the notes section of the receipt along with the ok to pay for those changes.  Remember to attach the list of attendees to the receipt.

No. The supplier will finalize the event with ATG, and 48 hours later, America-To-Go will send an electronic invoice via HokieMart to AP.   This invoice will be visible in HokieMart.

Just like any other electronic invoice in HokieMart.  The only difference is that with ATG orders, there will be a step in the invoice workflow in HokieMart that will stop the invoice for AP to look at the order, check for the attendees, and make sure that everything is correct before approving.  It will give AP a chance to pay per diem overages using the clearing fund if necessary and bill the foundation for those overages. After AP approval, the invoice will complete processing as usual.

America-To-Go will pay the caterer after the event.  Virginia Tech will issue a payment to ATG after processing the electronic invoice.

You will access the America-To-Go Punchout just like you would any other Virginia Tech Punchout supplier.  Log into HokieMart and choose the America-To-Go tile.

If you have a favorite restaurant or caterer that you do not see on the list, call America-To-Go. They will look into adding the supplier to the program as soon as possible and will keep you posted.

There is no minimum dollar amount required to place an order in the punchout. However, suppliers may have their own minimum requirements. This information is available on each supplier’s America-To-Go information page.

Only if it is allowed by the supplier, to find out contact America-To-Go Customer Service. They will call the supplier and ask if an item minimum requirement can be removed so you can process your order. Please note that item minimums are set at the supplier’s discretion and therefore cannot always be overridden.

Yes. Most items on an America-To-Go menu include the option to “Add Special Instructions.” This feature allows you to customize your order the way you like: put dressing on the side, hold the onions, etc.

Many restaurants require you to make a choice if service wear, such as forks, knives, plates, is needed with your order.  Some provide that for free, and some charge for it. Many restaurants make you choose from their menu if service wear is needed before you can proceed to the next step.

The department will decide on the amount of gratuity that the supplier will get by indicating a percentage or dollar amount on each order.  If the service was exceptional or sub-par and you would like to adjust your gratuity after the fact, please contact America-To-Go Customer Service.

Note:  In situations where the supplier charges mandatory fees, you may not be allowed to include a gratuity.  If the option is not available you cannot include gratuities in your order.

Once your order is approved by your HokieMart approvers, it will be electronically sent to America-To-Go immediately. America-To-Go will immediately send your order to the supplier through their electronic supplier portal. When the supplier confirms they can accommodate the order at that date and time with the items requested, you will receive a confirmation email from America-To-Go.

If you do not get a confirmation email from America-To-Go, we recommend reviewing the status of your HokieMart requisition to ensure it has completed the approvals process and to ensure it was sent to the supplier by America-To-Go with enough time for preparation and delivery – especially if you have a small window of time.

If you would like to check on the status of your order, please go to "My Orders" tab in America-To-Go and check the "Status" column to make sure your order has been confirmed.

When ordering in America-To-Go you will put the place you want the food delivered and any other additional delivery information in the “Delivery Instructions” section of the America-To-Go ordering wizard.  This is the information that will be sent to the supplier that they will deliver to, not the ship to address in your HokieMart Cart.

You have the option to contract the supplier directly, in person, by email, or by phone. 

It is highly encouraged by America-To-Go to use their America-To-Go Customer Service Team to handle inquiries before and after your order is placed, including menu questions, delivery issues, and changes to existing orders. This ensures that you, America-To-Go, and the supplier have the most up-to-date information regarding your order, that your order arrives properly, and that it is invoiced correctly.

Yes. To add or remove items to an existing order, simply go to the 'My Orders' tab in America-To-Go and select 'Edit' in the Actions column. The order will load in the cart. Simply make the necessary edits, check out, and resubmit the order. You will receive an updated confirmation email once those changes have been confirmed with the supplier.

The 'Edit' option is not available within 24 hours of delivery. Please contact America-To-Go. They will contact the supplier to see if the changes can be accommodated and if so, adjust the order accordingly.

Call America-To-Go immediately. They will contact the supplier as soon as possible and ensure that the supplier corrects the error, and, if necessary, adjusts the invoice.  If the supplier is unable to correct the order promptly, America-To-Go will help find a supplier that can meet your needs.

To cancel your order, simply go to the 'My Orders' tab in America-To-Go and select 'Cancel' in the Actions column. You will receive a cancellation confirmation email once the supplier has confirmed the cancellation.

The 'Cancel' option is not available within 24 hours of delivery. Please contact America-To-Go. They will contact the supplier to see if the cancellation can be accommodated. Note that each supplier sets its own cancellation policy and there may be a charge for last-minute cancellations.

Virginia Tech has left the gratuity at your discretion. If you receive substandard or extraordinary service and would like the gratuity adjusted, please call America-To-Go’s Customer Service team at 866.ATG.TOGO or email the America-To-Go Customer Service Team, and the gratuity will be adjusted per your request.

No. Each supplier determines if and how it wants to charge for delivery. Some may charge a small fee on all orders. Some may only charge to travel to certain locations.  Others may not charge a fee at all.

Detailed delivery information is listed on each supplier’s America-To-Go information page so you can find out before you order.

No.  Each supplier decides whether to charge a set-up fee.  If there is a set-up fee, it will clearly be displayed in the cart for visibility before the order is placed.

There is no cost to the suppliers to join the program. Suppliers pay only based on the orders that they receive.

No. There is no minimum volume requirement to join the program.

Some suppliers can easily turn around an as soon as possible order or squeeze in an order for the following day, even if they usually have a 24-hour lead time.  Other suppliers, especially event caterers, may always require a 72-hour notice. America-To-Go lists this information on each supplier’s America-To-Go front page so you know before you place your order.  America-To-Go also allows the supplier to set their operation hours and block off times that they are closed due to holidays, weather, or other circumstances.

If you are ever in doubt, call America-To-Go’s Customer Service team.  They will contact the supplier and verify whether the supplier is able to accommodate your order before you go through the trouble of placing it, or they will find a different supplier that can.

If your order is truly last minute, e.g., you need food in an hour, and you know which ATG supplier can do it, call them! Once you’ve placed the order verbally with them, let America-To-Go know. They will coordinate with the supplier to ensure that a customized order is uploaded in the America-To-Go system for you to process accordingly.

Restaurants are able to post and change their hours and make time restrictions on menu items unavailable during hours they are not open or do not cater or deliver.  If you try to order an item and there is not an option to add it from the menu to the ATG cart this is most likely the case.  If you have questions call America-To-Go’s Customer Service team to verify this is the issue and if it can be altered.

Contact the supplier or America-To-Go’s Customer Service team with the event information. Once the event details are finalized, America-To-Go or the supplier will upload the order for processing through the America-To-Go system.

You will receive an email once the order is ready for processing, including steps on how to process it. Once you are notified, please go to the America-To-Go punchout and process the order.

Yes. Contact America-To-Go’s Customer Service team, and they will put you in touch with your dedicated Account Manager who can help you select a caterer that meets your needs and fits your budget. Once the details of your event are finalized, America-To-Go will work with the supplier to make sure it is entered and invoiced properly through the system.

You can process a past-dated order exactly how you would a normal order, except when you enter the past date, you will receive a pop-up warning asking you to confirm that you intend to place a past-dated order. Simply select OK and continue on to the supplier’s menu to process your order. Note – when entering a past-dated custom order, make sure your custom order has been uploaded to the system first.  

As a reminder, past-dated orders need to be approved for invoicing and payment just like a normal order. Once the order is approved by your approver and received by America-To-Go, past charges will be verified with the supplier, and the order will be invoiced to Virginia Tech accordingly.

Call America-To-Go. They will let you know whether the supplier is already in the pipeline. If so, they will notify you when the supplier is available so you can process your orders. If past-dated, please see the question (How do I place a last-minute order).

Virginia Tech sent America-To-Go a list of restaurants and caterers along with Virginia Tech insurance requirements. America-To-Go sent a letter to those suppliers on behalf of Virginia Tech and visited them all to discuss the program. Suppliers also were also added by user request or per research into area suppliers meeting Virginia Tech specifications. Those suppliers that agreed to all the terms and met all of the requirements were included in the program.

Virginia Tech insurance requirements are included in the contract that all suppliers sign with America-To-Go. All suppliers on America-To-Go’s site have agreed to those terms and are required to provide updated certificates of insurance on an annual basis.

Suppliers contractually agree not to mark up prices. When a supplier agrees to join the program, it submits a copy of its menu. This is the same menu and pricing you would receive if you picked up the phone to place an order.

America-To-Go also periodically checks suppliers’ menus. Finally, users should alert America-To-Go if discrepancies are found, and America-To-Go will follow up with the supplier to ensure pricing is correct. 

Yes. No tax will be charged on orders placed by Virginia Tech through the America-To-Go system unless the user chooses the “non tax exempt" button when ordering.

America-To-Go and Virginia Tech strongly encourage suppliers to continue to offer a Virginia Tech discount where applicable. However, this is ultimately at each supplier’s discretion.

No. All orders through America-To-Go should be placed through the Hokiemart Punchout and will be invoiced and paid automatically. 

Yes.  Suppliers are available in many other cities. If you would like to have a supplier added in another city or to learn more, please contact the America-To-Go Customer Service Team.

Please call America-To-Go Customer Service team to place your order. America-To-Go will coordinate with the supplier to ensure your order is delivered on time and will help you process the order through the system once service is restored.

Customer Service is available to call at 866.ATG.TOGO or email at America-To-Go Customer Service Team.