Official Function and Alcohol Authorization Form Information
Introduction
An official function is a meeting, meal, or other function that is hosted by an organizational unit, attended by guests and/or other associates or employees, and held for official university business. All official functions must comply with the Administrative Policy Statement Propriety of Expenses and the PSC Procedural Statement Sensitive Expenses. This procedural statement sets forth university requirements for use of the Official Function form.
Definitions
Italicized terms are defined in the Administrative Policy Statement Dictionary. Underlined terms are defined in the Finance and Procurement Procedure Glossary.
Procedural Statement
The cost of an official function includes food/beverage for personal consumption and related taxes/tips.
The organizational unit must complete the Official Function (OF) form if:
- The total cost of the official function exceeds $500; or,
- Regardless of total cost, the per-person cost of the official function exceeds $85.
In addition to Organizational Unit Authorizing Signature, the OF form must be approved by an officer who is the appropriate campus oversight manager for this function if:
- The total cost of the official function exceeds $10,000; or,
- Regardless of total cost, the per-person cost of the official function exceeds $85.
Exceptions
The OF form is not applicable to the following cases since these are not considered official functions:
- purchases of strictly business materials for workday-type functions (staff/faculty meetings), e.g., copies of handouts or room/instructional equipment rentals;
- purchases of food for Student Residential Functions (ordinary student residential life activities);
- purchases of food for research/instructional projects; and,
- purchases of food for resale.
