{"id":20339,"date":"2025-09-22T16:01:43","date_gmt":"2025-09-22T22:01:43","guid":{"rendered":"https:\/\/sehd.ucdenver.edu\/impact\/?p=20339"},"modified":"2025-09-23T09:42:43","modified_gmt":"2025-09-23T15:42:43","slug":"official-functions-food-purchases-2","status":"publish","type":"post","link":"https:\/\/sehd.ucdenver.edu\/impact\/2025\/09\/22\/official-functions-food-purchases-2\/","title":{"rendered":"Official Functions \u2014 Food Purchases"},"content":{"rendered":"<p>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 <a href=\"mailto:SEHDFinance@ucdenver.edu\" target=\"_blank\" rel=\"noopener\">SEHDFinance@ucdenver.edu<\/a>\u00a0with any questions before purchasing. Thank you!<\/p>\n<p>&nbsp;<\/p>\n<p>Official Functions are\u00a0<b><i>meetings, meals, or events<\/i><\/b>\u00a0with guests, employees, or associates held for official university business. Food and beverages may be purchased only when they meet all\u00a0<a href=\"https:\/\/www.cu.edu\/controller\/procedures\/finance-procedural-statements\/finance-procedural-statement-sensitive-expenses\" rel=\"noopener\">Tests of Propriety<\/a>\u00a0and they directly support the event\u2019s purpose. Some examples include:<\/p>\n<ul type=\"disc\">\n<li>Community outreach, donor cultivation, stewardship<\/li>\n<li>Employee recognition, retirement, recruitment, program development<\/li>\n<li>Student recognition and alumni engagement<\/li>\n<li>Faculty recruitment<\/li>\n<li>Training conducted by an external trainer or consultant brought in from outside of the SEHD<\/li>\n<li>Training provided to all participants on the use of a specific tool, system, or resource<\/li>\n<li>Multi-Unit or frequent events also require higher-level approval<\/li>\n<\/ul>\n<p>&nbsp;<\/p>\n<p>Examples of events that do not qualify as official functions include:<\/p>\n<ul type=\"disc\">\n<li>Routine department or staff-only\/faculty-only meetings<\/li>\n<li>Working lunches without a formal, job-related training agenda including lunch series<\/li>\n<li>Informal discussions or planning sessions among colleagues<\/li>\n<li>Social gatherings or team-building activities not tied to a documented training purpose<\/li>\n<\/ul>\n<p>&nbsp;<\/p>\n<p><b>Expense Requirements (via Concur or CU Marketplace):<\/b><\/p>\n<ul type=\"disc\">\n<li><b>Business Purpose<\/b>: Clear, specific justification (e.g., \u201cDepartmental retreat to enhance collaboration, professional development, and advance CU Denver\u2019s mission of student success and community impact.\u201d)<\/li>\n<li><b>Attendance Records<\/b>: Roster or sign-in sheet attached<\/li>\n<li><b>Documentation<\/b>: Invoices, receipts, and agenda<\/li>\n<\/ul>\n<ul type=\"disc\">\n<li><b>The completed OF must be attached to CU marketplace if:<\/b>\n<ul type=\"circle\">\n<li>Alcohol is purchased (any amount). Alcohol purchases also require another form and process. Please contact\u00a0<a href=\"mailto:SEHDFinance@ucdenver.edu\" target=\"_blank\" rel=\"noopener\">SEHDFinance@ucdenver.edu<\/a>\u00a0well in advance if alcohol is involved with your event.<\/li>\n<li>Food &amp; beverage costs exceed $500 total<\/li>\n<li>Total event costs exceed $10,000<\/li>\n<li>Per-person food\/beverage cost exceeds $125 (pre-tax\/tip\/fees)<\/li>\n<\/ul>\n<\/li>\n<\/ul>\n<p>&nbsp;<\/p>\n<p><b>Additional Resources<\/b><\/p>\n<ul type=\"disc\">\n<li><a href=\"https:\/\/www.cu.edu\/controller\/procedures\/finance-procedural-statements\/finance-procedural-statement-official-functions\" rel=\"noopener\">Finance Procedural Statement: Official Functions | University of Colorado<\/a><\/li>\n<li><a href=\"https:\/\/www.cu.edu\/controller\/procedures\/finance-procedural-statements\/finance-procedural-statement-sensitive-expenses\" rel=\"noopener\">Finance Procedural Statement: Sensitive Expenses | University of Colorado<\/a><\/li>\n<li><a href=\"https:\/\/www.cu.edu\/controller\/procedures\/finance-procedural-statements\/finance-procedural-statement-recognition-and\" rel=\"noopener\">Finance Procedural Statement: Recognition and Training | University of Colorado<\/a><\/li>\n<li><a href=\"https:\/\/www.cu.edu\/ope\/aps\/4018\" rel=\"noopener\">APS 4018 &#8211; Alcoholic Beverages Purchased for University Events | University of Colorado<\/a><\/li>\n<li><a href=\"https:\/\/www.cu.edu\/ope\/aps\/4015\" rel=\"noopener\">APS 4015 &#8211; Propriety of Expenses | University of Colorado<\/a><\/li>\n<li><a href=\"https:\/\/www.cu.edu\/controller\/procedures\/finance-procedural-statements\/finance-procedural-statement-alcoholic-beverages\" rel=\"noopener\">Finance Procedural Statement: Alcoholic Beverages Purchased for University Events | University of Colorado<\/a><\/li>\n<\/ul>\n","protected":false},"excerpt":{"rendered":"<p>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\u00a0with any questions before [&hellip;]<\/p>\n","protected":false},"author":93,"featured_media":0,"comment_status":"closed","ping_status":"closed","sticky":false,"template":"","format":"standard","meta":{"footnotes":""},"categories":[294,4],"tags":[],"class_list":["post-20339","post","type-post","status-publish","format-standard","hentry","category-finance","category-news"],"_links":{"self":[{"href":"https:\/\/sehd.ucdenver.edu\/impact\/wp-json\/wp\/v2\/posts\/20339","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/sehd.ucdenver.edu\/impact\/wp-json\/wp\/v2\/posts"}],"about":[{"href":"https:\/\/sehd.ucdenver.edu\/impact\/wp-json\/wp\/v2\/types\/post"}],"author":[{"embeddable":true,"href":"https:\/\/sehd.ucdenver.edu\/impact\/wp-json\/wp\/v2\/users\/93"}],"replies":[{"embeddable":true,"href":"https:\/\/sehd.ucdenver.edu\/impact\/wp-json\/wp\/v2\/comments?post=20339"}],"version-history":[{"count":3,"href":"https:\/\/sehd.ucdenver.edu\/impact\/wp-json\/wp\/v2\/posts\/20339\/revisions"}],"predecessor-version":[{"id":20342,"href":"https:\/\/sehd.ucdenver.edu\/impact\/wp-json\/wp\/v2\/posts\/20339\/revisions\/20342"}],"wp:attachment":[{"href":"https:\/\/sehd.ucdenver.edu\/impact\/wp-json\/wp\/v2\/media?parent=20339"}],"wp:term":[{"taxonomy":"category","embeddable":true,"href":"https:\/\/sehd.ucdenver.edu\/impact\/wp-json\/wp\/v2\/categories?post=20339"},{"taxonomy":"post_tag","embeddable":true,"href":"https:\/\/sehd.ucdenver.edu\/impact\/wp-json\/wp\/v2\/tags?post=20339"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}