- Alcohol cannot be charged to E&G funds (commonly known as “state” funds)
- Amounts expended from discretionary funds for the purchase of alcohol must be reasonable (see below)
- Alcohol purchases can be charged against the following funds:
- Non-fee Collected Events – Foundation and Academic Enrichment Funds (AEF) funds only
- Fee Collected Events – Auxiliary, AEF, Agency, and Foundation funds only
Reason for Directive
To ensure the proper all expenditure restrictions of the State of Florida are followed.
Who must comply?
All UF departments.
The limitation for expenditures is 30% alcohol and 70% food, unless meeting a donor, prospect, or other guest for a “drinks only” meeting. In this situation, every effort must be made to stay within the entertainment expenditure limit of $75 per person.
Ancillary fees related to serving alcohol (e.g. corkage fees) are considered an extension of serving alcohol and are only allowed if the total cost of the alcohol and ancillary fees are within the limits established in this policy.
Note: If multiple payment documents are submitted for the same event and alcohol is paid separately, then a copy of all documentation related to the event must be included to verify that alcohol is not greater than 30% of the total.
Employees of the University of Florida are expected to be good stewards of University funds. As such, University leadership reserves the right to deny payment or reimbursement of excessive expenditures.
Serving alcohol at non-licensed venues (including a private residence)
University funds generally may not be used for expenses associated with alcoholic beverage service unless the alcohol is purchased from and served by a licensed caterer or restaurant.
An exception may be made for off-campus events at department/unit or college representatives’ homes at which only beer and wine are served. All other alcohol rules must be followed, including the reasonable expenditure guidelines detailed above.
- All pertinent laws, rules, and University policies regarding alcoholic beverages must be observed
- The area where the alcohol is being served should be monitored to ensure that only invited guests participate in the event
More than two of these in a year are considered an exception, subject to the requirements in the “Exceptions” section below.
Exceptions to the limits or other requirements in this policy require documented justification and approval by the dean or vice president. Official delegates may not approve these exceptions. Exceptions for the department chairs, deans and vice presidents require additional higher-level approval.
Meals with a Donor or Prospect
If a donor or prospect whose restaurant selection or menu selection results in the bill being more than the allowable limits, submit the reimbursement and indicate that the donor/prospect chose the venue and/or menu items. University employees should still adhere as closely to the allowable limits as practical for your meal selections when this occurs. Indicate on the receipt which items were directly ordered and consumed by the donor/prospect.
If the donor or prospect invites guests, submit the reimbursement and indicate on the receipt the number of attendees invited by the donor or prospect. Generally, donors or prospects should only invite individuals that directly influence the decision to make a gift.
05/01/2020: reviewed content
PRO302: Color of Money
Disbursements: (352) 392-1241