This procedure applies to all employees, officers, and council members of the College, regardless of the source of funding.

Definitions

An official function is a meeting, conference, or other assembly which meets all the following criteria:

1. It is hosted by the Approving Authority or his/her designee as required in the conduct of official business.
2. It is held in the best interests of the College and will be a credit to the State of Colorado.
3. It requires the expenditure of College funds for such things as food, catering services, the cost of holding receptions, appropriate employee recognition events, etc. It does not include expenditures for items of a personal nature.
4. The expenditure is properly authorized in advance by the Approving Authority in accordance with the provisions below.
5. It is not held specifically as a training function.
6. The President's Staff has determined that:

1. College funds may be expended for employees retiring from college service. An amount not to exceed $75.00 may be expended for receptions for other college personnel. All such receptions must have the prior approval of an Approving Authority which will bear the expense. This is not to prohibit any receptions or other forms of receptions, only the expenditure from college funds of more than $75.00 for such.
2. Expenditures for personal gifts, in any case is not allowable pursuant to fiscal rules.
3. Expenditures for refreshments at staff meetings or parties are not approved.

Approving Authority

The Approving Authority is the College President or his/her designee. Those designated with approving authority for their respective areas are:

Vice President of Administration and Finance

Dean of Arts & Sciences & Instructional Development

Dean of Applied Science & Technology

Dean of Student Success & Enrollment Management

Dean of Institutional Advancement

Official function requests for those designated with approving authority shall be approved by the President. Official function requests for the President should be approved by the Vice President of Administration.

Training Function

A training function is a meeting held to advance staff development or educate employees or guests of the state affected by department regulations or operations which includes a written agenda and study materials and is led by an identified presenter. A training function shall be subject to CP 6-31.

Authorization

Allowable official function expenditures estimated to be in excess of $100 require the advance approval of the College President or appropriate Vice President or Dean using the "Official Function Form".

The President and the Approving Authority may authorize the attendance of the employee's spouses at official functions, when such attendance is necessary and beneficial; the cost, thereof, will be reimbursed to the employee.

The Approving Authority or his/her designee may use their private residences for holding official functions such as receptions, luncheons, and dinners.

Official Function Expenditures

The following are examples of expenditures which qualify as "Official Functions":

1. Food and beverages purchased for one or more non-state employee guests visiting an agency on official business and for the hosts.

2. Luncheons, dinners, receptions, and banquets given as a necessary adjunct to official meetings or conferences. The attendance of College employees at such functions shall be kept to a minimum and include only those directly concerned with the purpose and conduct of the meeting or conference.

3. Meals (plus the cost of meals for the spouses), service pins, and merit certificates for College employees being honored at an awards luncheon, dinner or reception. This includes the cost of meals for state and college officials who are required to participate in the event in an official capacity.

4. Catering services which may be required for large formal official functions.

5. Pictures taken for use in official college or state publications.

6. Decorations as essential to the circumstances.

7. Meeting rooms essential to the occasion.

It is the responsibility of the Approving Authority and the College employee(s) in attendance to assure that all "Official Function" costs charged to the College are accomplished for the benefit of the College and the State and that such costs are completed at the most reasonable cost.

Procedures

Prior to the Official Function

1. The originator must ensure that the function meets the qualifications for reimbursement as described previously under the Definition section. If the function does not meet the qualifications for reimbursement, the originator may be personally charged with the expense. Contact the Controller's Office if there are any questions.
2. If expected costs exceed $100, the originator must obtain prior approval of the Supervisor/Cost Center Director and the Approving Authority. The "Request for Authorization" portion of the Official Function Form may be used to obtain prior approval.
3. If the official function is related to travel, the Official Function Form must be submitted and processed with other travel forms as outlined in Policy CP 6-14, Travel.
4. Employee purchase of a business lunch or other meals for themselves or other state employees or guests of the State has the potential for being perceived as a personal benefit for themselves or a general abuse of public funds which could adversely affect the confidence of the public in the integrity of State government. A statement must be included with the reimbursement request providing the business subject discussed and names of the participants.

Supervisor/Cost Center Director:

1. Ensure sufficient funds are available for the request, and
2. Approve the request (signing and dating the applicable forms) before forwarding to the Approving Authority; or deny the request, returning the applicable forms or request additional information from the originator.

Approving Authority:

1. Ensure sufficient funds are available for the request.
2. Approve the request (signing and dating the applicable forms) and forward as required; or deny the request, returning the applicable forms; or request additional information from the originator or Supervisor/Cost Center Director.

Procedures

After the Official Function

1. After the official function has taken place, complete the "Request for Payment" portion of the Official Function Form.
2. Receipts for meals and other related costs are required and must be attached to the Official Function Form.
3. If travel related, complete a Travel Expense Form and forward with the approved Official Function Form and with all required receipts to the Accounting Office.
4. If non-travel related, forward the approved Official Function Form with all required receipts to the Accounting Office.
5. Ensure that sufficient funds are available for the request if the actual costs exceed the estimated costs and obtain approval of the Approving Authority if there is a substantial increase in actual cost over the estimated cost.

Accounting Office

1. Ensure that the Official Function Form is received with the required receipts. Verify all computations and approvals on the form.
2. Prepare a voucher for preparation of a warrant to reimburse the originator and/or vendor.

Table of Contents