APS #4018

Active

Alcoholic Beverages Purchased for University Events

Brief Description

Outlines restrictions on the purchase of alcoholic beverages for personal consumption at university events.

Reason for Policy

As a public university it is important to use public funds appropriately. This policy and related procedures have been developed to simplify and clarify the provisions for the purchase of alcoholic beverages at the University.

Policy Profile

APS Policy Title: 
Alcoholic Beverages Purchased for University Events
APS Number: 
4018
Effective Date: 
January 1, 2014
Approved By: 
President Bruce D. Benson
Responsible University Officer: 
Vice President and Chief Financial Officer
Responsible Office: 
Vice President and Chief Financial Officer
Policy Contact: 
Vice President and Chief Financial Officer
Supersedes: 
APS Alcoholic Beverages Purchased for University Events – July 1, 2013
Last Reviewed/Updated date: 
January 1, 2014
Applies to: 
All University employees/all campuses

I. Introduction

This policy sets forth parameters for using university fundsUniversity FundsAll funds appropriated, generated, awarded, donated or otherwise received by the University regardless of their source. With the exception of University Physicians Incorporated (UPI) funds, the term University Funds does not include Agency Funds (Fund 80) that the University maintains for legally separate External Student Organizations or other entities. to purchase alcoholic beverages for personal consumption at university events. For guidance regarding sales, service, or consumption of alcoholic beverages, organizational unitsOrganizational UnitA subset of University operations. An Organizational Unit may be a department or any other distinct operational activity with the following characteristics: • Organizational permanency; • Programmatic autonomy; and • An annual operating budget that is fiscally independent. Within the Finance System, these areas are represented on the ChartField tree as Orgs.​ should consult relevant risk managementRisk ManagementThe process of evaluating and responding to risks to University information for the purpose of reducing those risks to acceptable levels. Risk management is inclusive of the risk assessment process, and uses the results of risk assessments to make decisions on the acceptance of risk or on taking action to reduce risk. and campus policies.

II.  Policy Statement

  1. University purchases of alcoholic beverages for personal consumption may be made only for the following types of events and using the designated types of funds:
    1. For official functionsOfficial FunctionA meeting, meal, or other function, that is hosted by an organizational unit, attended by guests and/or associates or employees, and held for official university business. Official Functions do not include student residential functions, which are defined as events designed to sustain ordinary residential life activities, such as resident hall advisory meetings and resident hall events. Conferences and Fundraising Events are types of official functions separately defined by the university to recognize the need for specific policies and procedures related to those types of events. The following describe the most common types of official functions. • Training functions are held to enhance staff knowledge or to educate employees, associates, or other individuals that are affected by the university's operations or regulations. Note: Training functions should have a written agenda, study materials, and be led by an identified presenter(s). • Community relation functions are hosted on behalf of external entities, or are activities directly related to the educational, research, or public service mission of the university. • Employee recognition functions are held for the purpose of acknowledging, appreciating, or honoring employees as a means of providing an encouraging and supportive work environment. • Goodwill functions are held to express condolence, sympathy, get-well wishes, celebrations of birth, or presentation of official items to official guests or volunteers as an indication of goodwill or esteem. • Multi-unit or multi-campus functions are infrequent events or meetings involving associates or employees from more than one organizational unit or campus. • Recruitment functions are held to enlist new employees, including faculty or post/pre-doctorates. • Retirement functions are held to honor departing or retiring faculty or staff members for their university service. • Student functions are hosted for students and are directly related to student or educational development. Examples include student recognition, student recruitment, and student program development.: The purchase of alcoholic beverages shall only be made using gift funds (Fund 34) that are restricted for entertainment, donor cultivation, or personnel recruitment purposes. The purchase must be approved by the Vice President/Vice Chancellor for Finance or his/her delegate(s). See specific restrictions on development activities, below
    2. For development activities:
    3. For CU-sponsored conferencesConferenceAn auxiliary activity to conduct a formal meeting of a number of people, primarily other than employees or associates, for discussion or consultation on a serious and identified topic, where admission is charged to those attending. Unlike the admission fee for a fundraising event,the admission fee for a conference is not intended to be tax-deductible, either in total or in part. Conferences are accounted for in Funds 20 or 29 in the Finance System.The purchase of alcoholic beverages should be made using auxiliary funds (Fund 20 or Fund 29) received through conference registration fees. Gift funds with the appropriate designation (Fund 34 and restricted for entertainment, donor cultivation, or personnel recruitment purposes) may also be used. The purchase must be approved by the appropriate individual(s) within the organizational unit.
  2. University fundsUniversity FundsAll funds appropriated, generated, awarded, donated or otherwise received by the University regardless of their source. With the exception of University Physicians Incorporated (UPI) funds, the term University Funds does not include Agency Funds (Fund 80) that the University maintains for legally separate External Student Organizations or other entities. shall not be used to pay for alcoholic beverages consumed as part of an individual meal while in travel status.

III.  Definitions

Italicized terms are identified in the Policy Glossary.

IV.  Related Policies, Procedures, Forms, Guidelines and Other Resources

  1. Administrative Policy Statements (APS) and Other Policies
    1. Propriety of Expenses
    2. Individual campus-based policies regarding consumption of alcohol on university property
  2. Procedures
    1. Procedures for implementing this policy are outlined in the Procurement Service Center (PSC) Procedural Statement (PPS) Alcoholic Beverages Purchased for University Events
    2. PPS Sensitive Expenses
  3. Forms
    1. Fundraising Authorization form
    2. Official Function form
  4. Other Resources (i.e., Training, Contact Information)
    1. Educational Resources including guides, training notifications, and newsletters are announced and available on the Procurement Service Center web site.
    2. For Questions:

V.  History

  1. Revisions dated 1/1/2014 – Consolidated donor cultivation, solicitation, and stewardship events with fundraising events for purposes of Advancement routing and approval. Clarified that gift funds with the appropriate designation may be used, as well as development/advancement funds, for the purchase of alcoholic beverages for these events.
  2. Revisions dated 7/1/2013 – Added use of Fund 36 for donor cultivation, solicitation, and stewardship official function events
  3. Revisions dated 7/1/2010 - Clarified language relating to type of events and type of funds that may be used, removed reference to old forms, incorporated information on campus facilities use
  4. Revisions dated 11/1/2008 - Updated references under Section III (Procedures, Forms, Guidelines, Resources)
  5. Supersedes
    • Alcoholic Beverages Purchased for University Events Administrative Policy Statement dated 7/1/2010
    • Alcohol Purchase and Provision Administrative Policy Statement dated 11/1/2006
    • Administrative Policy Statement dated 9/1/2005
    • Liquor Liability Insurance: Facilities Use Parameters dated 2/10/1987

VI.  Key Words

Drinking, beer, wine, liquor