1. Introduction

This Section outlines the overall guidelines, allowable expenditures, and non-allowable expenditures related to the purchase of alcohol during non-travel related business meetings and University events. Travel-related food, beverage and alcohol expenditure guidelines are outlined in Section 1.06.

2. Overall Guidelines

  1. The purchase of alcoholic beverages is highly discouraged; however, there may be a Valid Business Reason to purchase alcoholic beverages. If there is a Valid Business Reason, the expense is reasonable, and the purchase adheres to this standard, the purchase of alcoholic beverages may be allowable. Prior approval is required for the purchase of alcoholic beverages for University events.
  2. The expenditure and the circumstances for the consumption of alcoholic beverages must not jeopardize the University’s reputation, or the health and welfare of those involved.
  3. The sale, service, possession, and consumption of alcoholic beverages at University Events or Business Meetings are regulated by federal, state, and local laws.
  4. Alcoholic beverages at University Events or Business Meetings must be provided by a licensed and insured vendor.
  5. Food and non-alcoholic beverages must be provided at all events that include alcoholic beverages. Alcohol and food must be provided by the same licensed and insured vendor to ensure that there is an appropriate balance of food and alcohol served.
  6. Certain campuses require that alcoholic beverages and food served at meetings on campus or on property owned or controlled by the University be provided by campus Dining Services. Please refer to the resources page for links to campus dining services for additional details.
  7. Alcoholic beverages at University Events cannot be purchased or served by University staff or volunteers who are not under the employment of the vendor providing alcoholic beverages.
  8. Regularly scheduled meetings or functions at which alcoholic beverages are served to attendees may obtain an annual blanket approval for such meetings or functions.

3. Allowable Expenditures

  1. The purchase of alcoholic beverages is an allowable expense when there is a Valid Business Reason for the purchase during a Business Meeting/meal, at on-campus University Events, or at off-campus University Events.
  2. The purchase of alcoholic beverages during a Business Meeting/meal must be reasonable and be served in conjunction with food and non-alcoholic beverages; reasonable cost is defined as 25% or less of the total bill (or a single beverage per person that is reasonably priced as determined by the department). Exceptions may be granted.

4. Non-Allowable Expenditures

  1. The purchase of alcoholic beverages at events or meetings that do not have a Valid Business Reason to provide alcohol.
  2. The purchase of alcoholic beverages made without prior approval for events or approval for business meals.
  3. The purchase of alcoholic beverages that exceed reasonable cost unless an exception is granted; reasonable cost is defined as 25% or less of the total bill (or a single beverage per person that is reasonably priced as determined by the department).
  4. The purchase of alcoholic beverages without the purchase of food.
  5. The purchase of alcoholic beverages through any source other than a licensed vendor.
  6. The purchase of alcoholic beverages with “to-go” meals for consumption at a location other than the event or meeting.
  7. The purchase of alcoholic beverages is not allowed with any state appropriated funds, federal or state grants or contracts.
  8. The purchase of alcoholic beverages using sponsored research funding unless prior approval is provided by the sponsor and the University.

5. Approvals

The approval requirements for alcohol expenses are outlined in Section 1.08 of these Standards.

6. Exceptions

Exceptions can be requested per the guidelines outlined in the Exceptions section of this standard. See Section 1.08.