Although a reminder that food is not always an allowable expense was sent out a few weeks ago, we want to provide a follow-up message with examples. The food purchase 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 meet all Tests of Propriety and they directly support the event’s purpose. Some examples include:
- Community outreach, donor cultivation, stewardship
- Employee recognition, retirement, recruitment, program development
- Student recognition and alumni engagement
- Faculty recruitment
- Training conducted by an external trainer or consultant brought in from outside of the SEHD
- Training provided to all participants on the use of a specific tool, system, or resource
- Multi-Unit or frequent events also require higher-level approval
Examples of events that do not qualify as official functions include:
- Routine department or staff-only/faculty-only meetings
- Working lunches without a formal, job-related training agenda including lunch series
- Informal discussions or planning sessions among colleagues
- Social gatherings or team-building activities not tied to a documented training purpose
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
- APS 4015 – Propriety of Expenses | University of Colorado
- Finance Procedural Statement: Alcoholic Beverages Purchased for University Events | University of Colorado