Official Function and Alcohol Authorization Form Information
If your event is over $100, you must fill out an Official Function Form or an Alcohol Authorization Form.
You will notice that there are 3 signature lines on the Official Function Form, 4 on the Alcohol Purchase Authorization (APA), not all of which are required to be signed.
You or your Chair should sign the form under Organizational Unit Authorizing Signature.
If you have been designated to sign for your Chair, then you should have a memo on file delegating authority to you and to what amount (up to $4500 is recommended). Anna Jensen of the Dean's Office no longer sign forms, unless you want a check-and-balance signature, which she is happy to do.
If the event is more than $4500 or $50 per person, you should additionally get the Dean's signature.
If University funds are used to purchase alcohol for an event, you must fill out an Alcohol AuthorizationForm, no matter what the dollar amount of the function.
If an event is held in the home of a faculty member, or anyone's private residence/property, it is important that you inform your faculty member of the potential liability for that faculty member. The University does not have insurance for events which occur off campus in private homes; therefore, the faculty member must check their insurance coverage and be willing to accept that liability.
When filling out the APA, if the answer to Question 2 is Yes AND the answer to either Question 3 or Question 4 is Yes: then a Special Event Permit (SEP) is required from the local licensing authority. Application processing time is at least 45 days. Contact campus Risk Management for additional information: http://urm.cusys.edu/.
You can download the new PSC Official Function Form and APA from this link: https://www.cu.edu/psc/forms/.
All other resources related can be found here:
