The University is held to a high level of accountability along with consideration of public perception and optics for all business practices. Every reasonable effort must be made to ensure University funds are used in a responsible, appropriate and documented manner.
The University classifies the purchase and serving of alcohol as “high-risk”. Each instance requires additional scrutiny, approval(s) and assurance of due care being consistently exercised.
University Requirements (not all inclusive)
- Business Purpose: Alcohol must be considered and documented as a necessary expense.
- Funding Source: Alcohol may only be charged to discretionary funds; or, earnings conference funds if served to non-University attendees paying a registration fee to attend a University event (e.g. conference, seminar, presentation, gala, etc.)
- Cost Limit: Costs may NOT exceed $25/per person (excluding tax and tip).
- OSP: Alcohol expenses are prohibited on sponsored project funds (OSP).
CFAES Requirements
- Proactive Planning and Discussion: It is strongly recommended during the planning process that proactive discussion occur with department Cost Center Manager (CCM). This will assist in understanding all CFAES, University and State of Ohio requirements.
- CFAES Approval: All alcohol purchases require college approval by Terry Snoddy (SFO).
- University and/or State of Ohio Approvals: An event’s location, date/time, and/or quantity of attendees may require additional University or State Of Ohio approvals (e.g. state-issued temporary alcohol permit). Angie LeMaster (CFAES Finance Administration) coordinates the necessary University and State of Ohio approvals and alcohol permits. Please contact Angie for additional information, as needed.
- CFAES Allowable Alcohol Events: CFAES leadership has identified specific events and circumstances where alcohol is most likely an allowable expense (see list below).
- Exceptions to CFAES Allowable Alcohol Events: Exceptions to below list will be rarely granted. Department leaders may contact Terry Snoddy (SFO) to discuss if an exception is warranted. All exceptions must be pre-approved, in writing, by Terry and PRIOR to the alcohol purchase. Exception approval documentation must be attached to all corresponding business transactions.
CFAES Allowable Event
Description
Dean Event
Dean’s Office plans, coordinates and hosts an event.
Advancement Event
CFAES Advancement plans, coordinates and hosts an event.
Advancement Officer with Donor
CFAES Advancement Officer plans and hosts a meeting for donor cultivation purposes (e.g. business meal, etc.).
Faculty Recruitment Interview
CFAES Faculty Interview Committee hosts a business meal with a faculty candidate during interview process.
External Peer Review
CFAES designated representatives assigned to collaborate and meet with official external peer reviewers.
Conference/Seminar with Non-University Attendees Paying Registration Fees
CFAES Department plans and hosts a conference or seminar for non-University attendees who pay a registration fee.