Just an annual reminder that food is not always an allowable expense. It must meet the criteria below and have a detailed business purpose that explains how the purchase benefits the university. Please contact SEHDFinance@ucdenver.edu with any questions before purchasing. Thank you!
Official Functions are meetings, meals, or events with guests, employees, or associates held for official university business. Food and beverages may be purchased only when they directly support the event’s purpose, such as:
- Community outreach, donor cultivation, stewardship
- Employee recognition, retirement, recruitment, program development
- Student recognition and alumni engagement
- Faculty recruitment
- Training with a written agenda and job-related purpose
- Multi-Unit or frequent events also require higher-level approval
Expense Requirements (via Concur or CU Marketplace):
- Business Purpose: Clear, specific justification (e.g., “Departmental retreat to enhance collaboration, professional development, and advance CU Denver’s mission of student success and community impact.”)
- Attendance Records: Roster or sign-in sheet attached
- Documentation: Invoices, receipts, and agenda
- The completed OF must be attached to CU marketplace if:
- Alcohol is purchased (any amount). Alcohol purchases also require another form and process. Please contact SEHDFinance@ucdenver.edu well in advance if alcohol is involved with your event.
- Food & beverage costs exceed $500 total
- Total event costs exceed $10,000
- Per-person food/beverage cost exceeds $125 (pre-tax/tip/fees)
Additional Resources
- Finance Procedural Statement: Official Functions | University of Colorado
- Finance Procedural Statement: Sensitive Expenses | University of Colorado
- Finance Procedural Statement: Recognition and Training | University of Colorado
- APS 4018 – Alcoholic Beverages Purchased for University Events | University of Colorado
- Finance Procedural Statement: Alcoholic Beverages Purchased for University Events | University of Colorado