Determine the Allowability of Serving Alcohol at an Event
Before You Begin
The University 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 over twenty-one years of age 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 Urbana-Champaign campus, 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.
Begin
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 University 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
Alcohol may be purchased with:
- Self-supporting funds (when participants pay a fee to cover the cost of the event including alcohol)
- Gift, or service plan funds for a donor, hospitality, or recruiting lunch, reception, or dinner if attended by both employees and guests
Alcohol may only be provided to participants 21 years of age or older.
How to Purchase
Purchase using:
Request Reimbursement for Domestic or International Employee Travel and Business Meals
Request Payment for Goods under $500
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: October 17, 2017 | Approved: Senior Associate Vice President for Business and Finance | Effective: September 2012