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Does your department purchase food/beverage for official functions such as staff appreciation, recognition, recruitment, donor cultivationÌýor similar events?

Effective May 1, 2025, the Finance Procedural Statement has been revised as follows:

ÌýÌýPer-person costs triggering officer review:

Increased per-person-cost threshold for requiring officer approval from over $115/person (including tax/tip/fees) to over $125/person (pre-tax/tip/fees).

ÌýÌýOfficial function definition:

Official functions are defined as a meeting, meal, or other function that is hosted by an organizational unit, attended by guests and/or associates or employees, and held for official university business.

ÌýÌýClarified the use of the :

The organizational unit must complete the Official Function form if any of the following applies:

• For an official function or for a CU-hosted conference: the University purchases alcoholic beverages in any dollar amount. Requires compliance with university and campus-specific policies/procedures on alcoholic beverages.
• For an official function: The total cost of food/beverage exceeds $500. If the total cost of food/beverage, including tax/tip/fees, exceeds $10,000 then the Official Function form requires approval by an appropriate officer.
• For an official function: Regardless of total cost of food/beverage, the per-person cost of food/beverage exceeds $125, pre-tax/tip/fees. Requires approval by appropriate officer. It is expected that, as stewards of university resources, employees continue to stay well below this threshold.

Furthermore, the requirements of this procedural statement must be considered in conjunction with any campus-specific policies on alcoholic beverages.

ÌýÌýClarified the Official Function routing in Concur and Marketplace:

When reconciling Procurement Card, Travel Card, or personal reimbursement expenses, official function-related information is entered directly in Concur and routing for appropriate approvals is managed within the system. Therefore, Â鶹Ãâ·Ñ°æÏÂÔØSystem policy does not require a separate Official Function form in these cases. Note that campus/department policies may still require the separate form.

When processing purchase requisitions, routing for organizational unit and campus alcohol approval is managed within Â鶹Ãâ·Ñ°æÏÂÔØMarketplace. Officer approval, however, is not part of Â鶹Ãâ·Ñ°æÏÂÔØMarketplace workflow. Therefore, if your official function’s total food/beverage cost exceeds $10,000 (including tax/tip/fees), or if the per-person food/beverage cost exceeds $125 (pre-tax/tip/fees), you must attach the officer-approved Official Function form to your requisition.