Providing refreshments at an event? Required forms and backup documentation/information reminders.

by Green & Gold News  |   

Events that will have refreshments require an approved Representational (Rep) Allowance Form. In addition to the approved form, there may be additional requirements dependent on the type of event, attendees, and anticipated refreshment costs. Please keep in mind that these expenditures must be ordinary and necessary for the conduct of the university’s business. (BOR R05.02.070.E.5.a)

  • Self-catering on-campus costing $700 or more

    • Waiver from Seawolf Dining & Catering Program Director 

      • The Rep Allowance Form has a space for waiver approvals

      • Cost has increased from $500 to $700 

  • Events where participants are required to work through a meal period

    • Agenda (with dates & times) and list of attendees including business relationship (role/title)

    • Meal cannot take place in public restaurant, dining establishment or private home if all attendees are UA employees

    • Approved Request to Serve Beer and Wine required if alcohol will be consumed

      • Non-public/non-general funds ONLY, account 8115 

  • Candidate meals

    • List of attendees including business relationship (role/title)

      • Spouses in attendance need to have clear business purpose or for it to be impractical to exclude them

    • Approved Request to Serve Beer and Wine required if alcohol will be consumed

      • Non-public/non-general funds ONLY, account 8115

 
Please contact Accounts Payable (uaa_ap@alaska.edu) if you have any questions or need clarification.

 

 

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