Alcohol Expenditures

Guidelines Concerning University Events Where Alcoholic Beverages are Served or Provided

Reference: Memorandum from President Jere W. Morehead, dated August 23, 2023:

The guidelines apply to the following instances: (1) any event, on or off campus, which is sponsored by a University unit; and (2) any event, on or off campus, where alcoholic beverages are served or provided by officials, employees, or agents of the University acting in their official capacities.

This memo is further described in UGA policy 01.07.004 under the Office of the Senior Vice President for Academic Affairs and Provost.

UGAF Alcohol Expenditure Policy for Business Meetings, Donor Entertainment, and other Events:

When requesting reimbursement for alcohol for an event, the unit must attest the Guidelines Concerning University Events Where Alcoholic Beverages are Served or Provided were followed. This includes attesting:

• Alcohol was not self-service and the server was not consuming alcohol.
• Alcohol was restricted to the residence or event site and guests were not allowed to leave with alcohol.
• Non-alcoholic drinks were offered.

Alcohol Limits

The limitation for expenditures is 30% alcohol and 70% food, unless meeting a donor or prospect for a “drinks only” meeting. In this situation, consideration should be made to maintain professional capacity, and only up to $75 should be reimbursed from a “drinks only” meeting.

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. To support alcohol reimbursements, an itemized receipt is required that clearly identifies alcohol.

Employees and non-employees who act on behalf of the University of Georgia are expected to be good stewards of Foundation funds. As such, Foundation leadership reserves the right to deny payment or reimbursement for expenditures deemed excessive in nature. Documentation must make it clear that the expense is reasonable and related to University business.

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 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 the number of attendees on the entertainment form invited by the donor or prospect. Generally, donors or prospects should only invite individuals that directly influence the decision to make a gift.

* Note: event types are further defined at the end of the policy.
** Note: agenda is not required for approved fundraising or alumni events.

With certain exceptions, UGAF funds are to be expended under the same guidelines as University of Georgia Funds. Therefore, in regards to entertainment, UGAF considers the University’s Entertainment Policy an integral part of this policy.

Gifts

It is recommended that alcohol or tobacco not be purchased as a gift or give-away item. If reimbursement is requested for a gift or give-away item, the Dean or Vice President must provide
written approval for each instance which cannot be delegated. These approvals will be kept on file with the Internal Control Department at the Foundation, and available upon request. For more information regarding Gifts, please refer to Foundation on benefits to Employees.

Storage

Departments are prohibited from storing alcohol to be used at future events. This creates risk for the University and those responsible for storing the alcohol.

Exceptions

Exceptions to the limits or other requirements in this policy require written, documented justification approval by the Dean or Vice President. Where the Dean or VP is involved, a higher level of approval is needed. Approvals may not be delegated to official delegates. If exceptions are granted, they will be kept on file with the Internal Control Department at the Foundation, and available to UGA Administration or the UGAF Board upon request.

Business Meetings

Business meetings are gatherings that generally include only UGA employees, where a bona fide business purpose exists. Alcohol cannot be served or consumed at business meetings. In rare instances, business meetings could also include non-employees. Meetings with the purpose of camaraderie, team building, and morale are detailed in Business Entertainment and Events. Business meetings should generally be conducted during normal business hours, and alcohol cannot be served or consumed. Business meals should be infrequent, not regularly provided or routine and require a list of attendees and are reimbursed in accordance with the UGAF Policy on Employee-Only Meals to facilitate University Business.

Meals away from home should follow UGA travel guidelines and be reimbursed through UGA processes as described in the Travel at UGA policy.

Business Entertainment and Event/Function

​​​​​​​UGAF funds may be used to provide meals and other consumables. Please refer to UGAF entertainment policy for additional details to be considered for business entertainment, events, or functions.