The University is always at risk when alcohol is involved. Such events should be managed with common sense and due care. As a general rule, alcohol cannot be charged to state funds. However, in certain circumstances, alcohol purchases for business-related purposes (i.e. business meals or University events) may be justified.
These alcohol purchases must be charged to discretionary funds and must have documented approval (i.e. signature or direct e-mail) of a Dean or Vice President. Discretionary funds are gifts made to a college or administrative area with only a broad restriction that they be used to benefit that particular area. The above approval also certifies that the fund has been designated discretionary by a donor.
Amounts expended from discretionary funds for the purchase of alcohol must be reasonable. For purposes of this policy, “reasonable” is defined as no more than $20 per person (excluding taxes and tip).
Alcohol purchased for resale by areas with liquor permits (Unions, Golf Course, Fawcett Center, the Blackwell Inn) or for medical or research use is not subject to the above rules.
Alcohol on Sponsored
Projects:
The costs of alcoholic
beverages are unallowable on sponsored projects.
Procedure
|
PeopleSoft GL Account |
64430
(A-21 Entertainment and Gifts) |
|
People
Soft GL Fund |
Must
be discretionary |
|
Questions
on liquor permits (pre-approval from Legal Affairs is required to
serve alcohol at a University event) |
See
Legal Affairs website: |
Effective: July 1, 2004
Revised: July, 1 2005