Alcoholic Beverages Purchased for University Events

This policy sets forth parameters for using university funds to purchase alcoholic beverages for personal consumption at university events. For guidance regarding sales, service, or consumption of alcoholic beverages, organizational units should consult relevant risk management and campus policies.

1. University purchases of alcoholic beverages for personal consumption may be made only for the following types of events and using the designated types of funds:
   1. For official functions: The purchase of alcoholic beverages shall only be made using gift funds (Fund 34) that are restricted for entertainment, donor cultivation, or personnel recruitment purposes. The purchase must be approved by the vice president/vice chancellor for finance or their delegate(s). See specific restrictions on development activities, below. 
       
   2. For development activities:
      1. The purchase of alcoholic beverages shall only be made using development/advancement funds (Fund 36) or gift funds (Fund 34) that are restricted for entertainment, donor cultivation, or personnel recruitment purposes.
          
      2. The purchase must be approved by the vice president/vice chancellor for advancement or their delegate(s).
          
      3. If the purchase originates by non-development staff, the purchase will also be approved by the vice president/vice chancellor for finance or their delegate.
         
         Note: Development activities include both donor cultivation, solicitation, stewardship events, and fundraising events.
          
   3. For CU-sponsored conferences and for other CU-sponsored events where an entrance fee is charged: The purchase of alcoholic beverages should be made using auxiliary funds (Fund 20 or Fund 29) received through conference/event registration fees. Gift funds with the appropriate designation (Fund 34 and restricted for entertainment, donor cultivation, or personnel recruitment purposes) may also be used. The purchase must be approved by the appropriate individual(s) within the organizational unit.
       
2. University funds shall not be used to pay for alcoholic beverages consumed as part of an individual meal while in travel status.

Italicized terms used in this APS are defined in the APS Glossary of Terms.

1. Administrative Policy Statements (APS) and Other Policies
   1. APS 4015-Propriety of Expenses
       
   2. Individual campus-based policies regarding consumption of alcohol on university property
2. Procedures
   1. Procedures for implementing this policy are outlined in the Finance Procedural Statement (FPS) Alcoholic Beverages Purchased for University Events
       
   2. FPS Sensitive Expenses
3. Forms
   1. Fundraising Authorization
       
   2. Official Function
4. Other Resources (i.e., Training, Contact Information)
   1. Educational Resources, including guides, training notifications, and newsletters are announced and available on the Procurement Service Center website.
       
   2. For Questions:

• • 1. the purchase of alcoholic beverages should be directed to the vice president/vice chancellor for finance or their delegate(s).
        
    2. the provision of alcoholic beverages at an event in an unlicensed establishment should be directed to University Risk Management.
        
    3. the use of campus facilities should be directed to the appropriate campus controller.

• Adopted:  February 10, 1987 - Liquor Liability Insurance:  Facilities Use Parameters.
• Revised:  September 1, 2005 – Alcohol Purchase and Provision; November 1, 2006; July 1, 2010 - Alcoholic Beverages Purchased for University Events (Clarified language relating to type of events and type of funds that may be used, removed reference to old forms, incorporated information on campus facilities use); July 1, 2013 - Added use of Fund 36 for donor cultivation, solicitation, and stewardship official function events; January 1, 2014 - Consolidated donor cultivation, solicitation, and stewardship events with fundraising events for purposes of Advancement routing and approval. Clarified that gift funds with the appropriate designation may be used, as well as development/advancement funds, for the purchase of alcoholic beverages for these events; April 28, 2022 - Incorporated into policy a long-standing exception allowing certain CU-sponsored non-conference events to follow the conference approach of using auxiliary funds to purchase alcoholic beverages. These CU-sponsored events charge admission/registration fees and identify that they include alcohol; they do not fit the definition of “conference.”
• Last Reviewed: April 28, 2022