Holiday Closure
CU System Administration, the OUC, and FSS Help will be closed on Monday, May 26, in honor of Memorial Day. We will reopen Tuesday, May 27, for normal business hours.
CU System Administration, the OUC, and FSS Help will be closed on Monday, May 26, in honor of Memorial Day. We will reopen Tuesday, May 27, for normal business hours.
Effective Date: May 1, 2025 (see Revision Log for what changed on this date)
This procedural statement sets forth university requirements for use of the Official Function form when food/beverage is purchased for an Official Function, or when alcohol is purchased for an Official Function or CU-Hosted Conference. Official Functions are defined as a 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.
For information on how to purchase food, beverage, catered services, meeting facilities, and other items related to official functions, see the How to Buy Official Functions purchasing instructions.
The most common types of official functions are:
For purposes of determining the use of the Official Function form, the cost of an official function is the cost of university-purchased food/beverage for personal consumption.
The organizational unit must complete the Official Function form if any of the following applies:
Furthermore, the requirements of this procedural statement must be considered in conjunction with any campus-specific policies on alcoholic beverages.
The Official Function form is not applicable to the following cases:
Unless approved by the appropriate campus controller, there are no exceptions to this procedural statement.
Official Function Documentation in the Concur Travel & Expense System and in CU Marketplace
When reconciling Procurement Card, Travel Card, or personal reimbursement expenses, official function-related information is entered directly in Concur and routing for appropriate approvals is managed within the system. Therefore, CU System policy does not require a separate Official Function form in these cases. Note that campus/department policies may still require the separate form.
When processing purchase requisitions, routing for organizational unit and campus alcohol approval is managed within CU Marketplace. Officer approval, however, is not part of CU Marketplace workflow. Therefore, if your official function’s total food/beverage cost exceeds $10,000 (including tax/tip/fees), or if the per-person food/beverage cost exceeds $125 (pre-tax/tip/fees), you must attach the officer-approved Official Function form to your requisition.
Related Administrative Policy Statements (APS) and Finance Procedural Statements (FPS)
Forms and Other Resources
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