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Business and Financial Policies and Procedures

8.1.2 Determine the Allowability of Serving Alcohol at an Event

Policy Statement

The University of Illinois System is subject to and complies with Illinois Public Act 95-0847 which sets forth criteria for the service or sale of alcoholic beverages in buildings under the control of the Board of Trustees. Alcohol must be served only in accordance with all applicable laws, policies, and regulations and only to those guests and participants twenty-one years of age or older and who are drinking responsibly.

For non-donor events, expenditure for alcohol is limited to $20 per person. To spend more than $20 per person, obtain written approval from your dean, vice chancellor, assistant vice president, or provost unless he or she will be attending the event. In that case, obtain written approval from the head of the next higher administrative unit not attending the event. Keep this supporting documentation on file in your unit.

Ancillary fees related to serving alcohol (e.g. corkage fees) are considered an extension of serving alcohol at an event and are only allowed if 1) serving alcohol is allowed under this policy; and, 2) if the total cost of the alcohol and any ancillary fees are within the limits established in this policy.

For the University of Illinois at Urbana-Champaign, alcohol served at unit events must be pre-approved following the process outlined in the University of Illinois at Urbana-Champaign Alcohol Management Policy.

Expenditures using self-supporting funds must be directly related to generation of the fund's revenue.

Expenditures using gift or endowment income funds must be in compliance with donor intent restrictions.

Alcohol may only be provided to participants 21 years of age or older.

Procedure

To determine whether serving alcohol is an allowable event expense:

Determine who will be attending the event:

Employees Only
Alcohol may be purchased for events attended by only system employees with written approval of the dean, vice chancellor, assistant vice president, or provost. If he or she is attending the event, the head of the next higher administrative unit not attending the event must give approval. Keep this supporting documentation on file in your unit.

Employee and Guest Event
Alcohol may be purchased without previous approval for events attended by employees AND guests.

Allowable Fund Types
State funds cannot be used for any type of alcohol purchase. Alcohol may only be purchased using the following fund types:

  • Educational and administrative allowance (fund type 2A)
  • Indirect cost recovery (fund type 2C)
  • Royalty (fund type 2E)
  • Endowment income (fund type 4J), as long as the alcohol expense is in compliance with the donor intent restrictions assigned to the fund
  • Gift (fund types 2G or 4M), as long as the alcohol expense is in compliance with the donor intent restrictions assigned to the fund
  • Service plan (fund types 4S, 4T, 4U, or 4W)
  • Self-supporting (fund types 3J, 3M, or 3Q – but not 3E), as long as the alcohol expense is directly related to the generation of the fund’s revenue.

How to Purchase
Purchase using:

8.2.1 Request Reimbursement for Domestic or International Employee Travel and Business Meals
8.6.1 Request Payment for Goods under $500
8.1.1 Determine the Allowability of Business Meals and Refreshments

University of Illinois Alcoholic Beverages Management Policy
University of Illinois at Urbana-Champaign Alcohol Management Policy
Illinois Public Act 95-0847

Last Updated: April 18, 2019 | Approved: Senior Associate Vice President for Business and Finance | Effective: September 2012

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