Appendix I Procedures and Requirements for Jury Meal Billing

Appendix I Procedures and Requirements for Jury Meal Billing

Jury meal service is an important function of the Cafeteria Services provided at the

Daniel Patrick Moynihan U.S. Courthouse and Thurgood Marshall U.S. Courthouse.

There is no more valuable service that a citizen can perform in support of our democratic Government than the good faith performance of jury duty. By serving jury duty, a citizen becomes involved in the administration of justice. Supporting our jurors as they perform this administration of justice is just as valuable. It is also profitable and consistent for the cafeteria vendor.

It is highly recommended that the Selected Vendor schedules a regular meeting with the

District Executive’s Office and the Jury Department for the New York Southern District to review the requirements listed below, provide progress updates on any bills or proposals, and to keep updated contact information. All Jury Meals requests are between the requesting POC and the Vendor.

There are three types of jury meals provided by the New York Southern District. The

New York Southern District will request morning and afternoon refreshments/snacks during all jury trials. The Jurors are responsible for their own lunch during trials. During jury deliberations, the New York Southern District does provide lunch in addition to morning and/or afternoon refreshments. Please refer to Exhibit 2A Sample Jury Meal

Forms.

All Jury Meal Requests will come from a representative from each Judge’s Chambers, usually a deputy. The deputy will request the type of jury meal, authorize the amount of jurors and the price per juror, and coordinate time for each jury meal. Once the services are provided, it is requested that the vendor submits an invoice for each jury meal within

3 business days to the judge’s deputy.

Each Judge’s chambers has their own courtroom with a jury room located where these meals will be delivered by the vendor. It is essential that jury meals are provided timely.

It is a best practice to ensure jury meals are delivered at least 15 minutes ahead of time so that the Juries have the food ready for their allotted break period. A jury trial cannot be impacted by late service.

Additional Requirements for Jury Meal Billing:

*Please note that this is a Government process. All jury meal requests that are requested and approved will be paid with appropriated funding from Congress. This takes several days. Please refer to the below process which, when followed, consolidates that time. Failure to follow these requirements will delay payment.

1. How Jury Meals are Requested

a. Jury Meals requests will be sent from each Judge’s Chambers for each day that service is requested. These requests shall be sent via email.

Please refer to Exhibit 2A of sample menu forms for each jury meal request. Usually these requests come with advance notice of up to 1 week.

b. Same day requests may occur. Judges Chambers have been informed that at least 2 hours notice is required for any type of jury service to be provided.

2. Proposal and Invoice Numbers

a. Each jury meal shall require a separate proposal and invoice. Each proposal and invoice shall have its own unique number associated with that proposal or invoice.

i. If a Judge’s Deputy requests a morning and afternoon refreshment for 12 jurors on Monday, April 1st, at 10:00 AM and 2:00 PM, the

Vendor shall send one proposal for the morning refreshment and one proposal for the afternoon refreshment that day. Each Proposal shall have its own Proposal number and include how many jurors requested for each meal. Once the proposal is approved and the services are provided, the Vendor shall bill accordingly. One invoice for the morning refreshemnt and One invoice for the afternoon refreshment.

b. The proposal/Invoice shall contain the following information:

i. Proposal/invoice number

ii. Date and Time

iii. Name of the Judge

iv. Number of Jurors

v. Price per juror

vi. Total price

3. Billing

a. Once an invoice is submitted to the judge’s deputy, it can take up to 10 days from when the invoice is received to when it will be approved. Once the invoice is approved, it normally takes 3 weeks to receive payment.

b. Payments may be delayed when in invoice is not submitted within 3 business days, when the invoice does not include its own, unique invoice number, or when the invoice is missing required details (Date, Number of

Jurors, Price, and type of service (Snack or Lunch).

4. Taxes and gratuities

a. Jury Meals shall not include taxes or gratuities.