Official and Employee Training Function Request Form
President's Official Function Preparation
Approval Levels for Official Functions

Guidelines for Official Functions and Employee Training Functions

Purpose

The purpose of this document is to outline the policies and procedures related to official and employee training functions. The intent of these guidelines is to insure that costs incurred are necessary and reasonable. These guidelines apply to all employees of the University. Any exceptions to these guidelines may be presented to the University Controller for consideration.

Definitions And Rule

The following definitions and rule are taken from the State of Colorado Fiscal Rules:

Official Function - A meeting, conference, meal, or other function which is hosted by the President, or representative of the University, attended by guests and/or University employees, and held for official University business purposes.

Training Function - A meeting, conference, or other function which is hosted by the University, attended by customers of the University and/or University employees, and held to enhance staff knowledge or to educate customers of the University or University employees, that are affected by the University's operations or regulations. Training functions should have a written agenda, study materials, and be led by an identified presenter.

University Funds - Any monies deposited with the University which require disbursement by means of a university expenditure document, but not including agency funds (8xxxx).

Rule - Official Functions and Training Functions shall be held to achieve University program objectives and shall be limited to reasonable and actual costs. The attendance of University employees at these functions shall be kept to a minimum and shall include only those individuals directly related to the purpose of the function. Expenditures shall be kept to a minimum as they have the potential of being perceived to be for personal benefit and an abuse of public funds. Official Functions shall be hosted by the President of the University or by a representative of the University that has been delegated authority by the President to host such functions.

Acceptable Official And Employee Training Function Activities

The following are examples of acceptable official and training function activities. The list is intended as a guide. If an activity is not included on the list it may still be an acceptable activity.

• Functions where University personnel host or welcome a non-employee guest or visitor, or a group of such persons, for the benefit of the University.
• Commencement ceremonies and associated receptions and events.
• Festive office decorations for highly visible departments that are frequently visited by non-employee guests.
• Employee or student recruitment activities in the homes of recruiting department heads, or other locations on or off campus, where food and beverages might be served.
• A dinner where decorations including flowers might be required, organized by a department head to provide an opportunity for faculty and their spouse or guests to meet a group of visiting professors and their companions.
• Events designed to generate alumni, legislative, donor, and business or community support for University programs, where food and beverages might be catered at on or off campus locations.
• Formal gatherings such as award ceremonies that acknowledge employee achievements or non-employee accomplishments that benefit the University.
• Departmental or divisional retreats.
• Occasional (not daily, weekly, or monthly) lunch meetings of only employees and official guests of the University. The primary purpose of the meeting is to conduct University business and where the specific business purpose is stated on the Official and Employee Training Function Request Form.

Activities Not Acceptable As Official And Employee Training Functions

The following activities do not qualify as Official and Employee Training Functions:

• Lunches, dinners, receptions and other gatherings where the primary purpose is for University personnel, (faculty, staff and students), to informally gather for social or personal purposes and not to further specific University program objectives. This includes Christmas parties or receptions, going away receptions for non-retiring employees and similar events.
• Gifts and gatherings recognizing occasions of personal importance to employees and non-employees that are not directly related to the conduct of University business or accomplishment of program objectives. This includes birthdays, weddings, engagements, death or birth in an individual's family, illness or hospitalization of an individual, holidays, retirement gifts, or other "special days".

This policy should not discourage employees or departments from taking up a collection and making unlimited private gifts to colleagues in appreciation for their services or in recognition of events of personal importance.

Alcoholic Beverages

Reimbursement from University funds for alcoholic beverages should only be approved where the alcoholic beverages are served in conjunction with a meal or at a reception. Federal funds cannot be used to purchase alcoholic beverages. Alcoholic beverages should not be served and payment will not be made in conjunction with the following functions:

• University staff or committee meetings.
• University employee training or professional development sessions.
• Other gatherings held on or off campus on weekdays during customary working hours, attended only by University personnel.
• Official functions for students who are under the legal drinking age in Colorado. The UNC Student Handbook requires the sponsoring group to insure that no one under the legal drinking age is allowed to consume or possess alcoholic beverages. Refer to the handbook for further information on the University's alcohol policy.

Approval Procedures

Obtain a copy of the Official and Employee Training Function Request Form

To assure acceptable compliance with these guidelines, prior to payment or reimbursement, an Official and Employee Training Function Request Form must be completed and submitted for APPROVAL IN ADVANCE. The form requires all of the following information.

• The date of the function.
• A description of the function.
• A statement of the purpose to be achieved by the function.
  The number of expected attendees.
• Identification of the attendees as a group or by name.
• Specific location of the function.
• The estimated maximum total cost.
• FOAPAL number to be charged.
• Authorized signature for the above FOAPAL.
• Approval signature of person authorized to approve functions.

The approval of such a function requires the signature of the appropriate dean for activities within each college. Functions hosted by a dean must be approved by the appropriate Vice President or designee. Functions occurring in nonacademic areas must be approved by the appropriate vice president or designee. Those functions hosed by a vice president must be approved by the President or another VP or designee. Presidential functions should be approved by the Senior Vice President.

Approval List

All approval signatures MUST be obtained IN ADVANCE of the actual official and training function activity. The approved Official and Employee Training Function Request form is to be returned to the host for submission with the payment documents.

Exceptions: Only expenditures made from agency funds 8xxxx will be excluded from the use of the Official and Employee Training Function Request as they are deemed to be custodial in nature.

Payment Procedures

Expenses for official and training functions will be paid by an Intramural Order (IMO) when goods and services are obtained from within the University. However, when external vendors are used, costs may be incurred personally by an individual by using cash, personal credit card, US Bank Visa Card, or other cash method in which itemized receipts are obtained and a Check/EFT Request form prepared with the individual as the payee. A Departmental Purchase Order (DPO) may also be used with the appropriate itemized receipts attached. When an official or training function is conducted while an individual is on travel status, the related costs, properly coded, may be claimed on the Travel Expense Sheet accompanied by the Official and Employee Training Function Request form. Tips for meal reimbursements should not exceed 20% excluding taxes in order to get the full reimbursement.

The Check/EFT Request, IMO, or DPO must have the appropriate Official and Employee Training Function Request form attached to it. The form is available from the Accounts Payable Office, and on the UNC home page. Check/EFT Requests and DPO's must also include an itemized receipt that specifies what was purchased. Receipts from restaurants must be the detailed ticket rather than a ticket stub or credit card receipt.

A cash advance will not be made available for official or training function costs except when the function takes place with travel and is taken on the US Bank Visa Card.