I. Title
Approval of Alcoholic Beverage Purchase and Reimbursement Procedure
II. Objective
The purpose of this Procedure is to outline the types of events and activities for which the purchase of alcoholic beverages may be approved and to provide guidance as to the process for purchasing or seeking reimbursement for the purchase of alcoholic beverages.
III. Scope
The use of alcoholic beverages is prohibited in or on University Facilities. The President of the University of Texas at Arlington (UTA or University); or the President’s Designee who for this policy is the Vice President of Administration and Economic Development; may waive this general prohibition with respect to any event sponsored by The University of Texas System (UT System) or the University. This procedure outlines the circumstances under which alcohol may be purchased and reimbursed. The Regents’ Rules and Regulations and Texas State Law will be enforced at all times.
IV. Procedure
A. University Sponsored Events
- An event is considered to be a University Sponsored Event if a budgeted office, department, or division of the University is responsible for organizing the event, inviting attendees, and purchasing the food and beverages. Meetings or events organized by registered student, faculty, or staff organizations do not qualify as University Sponsored Events.
- a. An event can be considered to be a University Sponsored event even if an outside entity purchases the food and/or beverages so long as a University department or division plans and organizes the function.
- b. Events jointly sponsored by University and an outside organization must comply with UTA Policy CO-UF-PO-03 Joint Sponsorships, in addition to this policy.
- c. If alcohol is served at an event, food must be served at the event as well.
- d. If there is an exchange of funds at the event, the alcohol must be served by a Texas Alcoholic Beverage Commission (TABC) licensed caterer/bartender.
- e. Alcoholic beverages may not leave the site where they were dispensed. Event attendees with alcoholic beverages must remain within the site designated for the University Sponsored Event.
- f. Alcohol may not be part of the advertisement for the event or used as an inducement for individuals to attend the event.
- Events with Undergraduate Students in Attendance
- a. The University highly discourages serving alcohol at events at which undergraduate students will be present. Should undergraduates attend such an event, the University requires that a TABC licensed caterer/bartender be used.
- b. University employees should not serve alcohol at an event unless such responsibilities are included in their official position description, even if they are TABC licensed.
- Approved Vendor UTA Dining Services and Sorrells Enterprises are the approved vendors for alcohol service occurring in University Facilities or on University property.
- Approval Process
- a. Prior to alcohol being served in University Facilities or on University property, the sponsoring organization must submit UTA Form CO-UF-F2 Alcoholic Beverage Request. This form must be submitted to University Center Operations ten class days prior to the event. Once submitted, the form will be routed for approval to the President or Designee.
- b. Serving alcohol on campus prior to 5:00P.M. on workdays is prohibited.
B. Off Campus University Sponsored Events
- Serving Alcohol at off campus University Sponsored Events is allowed, including at a private residence provided the following requirements are met:
- a. All pertinent laws, regent rules, and university policy regarding alcoholic beverages must be observed.
- b. A limit of two drinks per individual should be enforced.
- c. It is recommended that an individual licensed by the TABC serve the alcohol.
- d. The area where the alcohol is being served should be monitored to ensure that only invited guests participate in the event.
C. Business, Recruiting, and University Development
- Alcoholic beverages may be reimbursed as part of a business meal in order to conduct University related business. Categories of business-related meals include:
- a. Donor/Partnerships/Sponsor/Collaboration meals.
- b. Faculty/Executive Recruitment meals.
- c. Government relations meetings that include meals.
- Alcohol Reimbursement is not allowed for regular business travel unrelated to one of the three categories above.
- Reimbursement for the purchase of alcohol made under this Subsection C must comply with UTA Procedure BF-PGS-PR-12 Entertainment and Official Occasion Expenses, including but not limited to the following:
- a. The maximum amount that will be reimbursed per person per meal is $35.00 for lunch and $75.00 for dinner, including the alcohol cost.
- b. This amount does not include tax.
- c. A maximum tip of 20% may be added to the cost of food or beverages only when expensed from local funds.
- d. An itemized receipt is required for reimbursement.
- e. Sales tax will be reimbursed when dining in a restaurant.
- f. Entertainment meals must concern official University business and include at least one or more non-University affiliated guest.
- g. All reimbursement requests under this Subsection C require UTA Form BF-PGS-F5 Official Occasion Expense.
D. Special Use Facilities
- This Procedure does not apply to those areas within the University Facilities that are licensed under state law for the sale and service of alcoholic beverages that are sold as part of concessions.
- Non-UTA individuals, corporations, or organizations that reserve and use a Special Use Facility for a permissible purpose and desire to serve food and beverages, including alcoholic beverages, must provide such food and beverages through the contracted UTA food service provider (Chartwells) unless otherwise agreed in a facility use agreement.
E. Premises Licensed for Alcoholic Beverages
- This procedure does not apply to property, buildings, or facilities that are occupied by a third party pursuant to a written lease, or occupancy agreement that does not specifically exclude alcoholic beverages.
F. Sources of Funding
Only the following sources of funds may be used to purchase alcoholic beverages.
- University Funds
- a. Sales of a conference which includes the cost of alcohol may be used to purchase the alcohol or pay the licensed server.
- b. Indirect Cost Recovery funds may be used when the purpose is to further research and does not include students in attendance.
- c. Cost centers funded from interest income may be used to purchase alcohol.
- Gift Funds where the donor has not restricted the funds.
- Auxiliary funds, with the exception of student service fees or funds under the control of intercollegiate athletics.
- Grant Funds
- Private projects which include alcohol purchases allowed in the contract consistent with this procedure and in accordance with allowable costs.
- Funds collected as registration fees from participants in a conference or similar event may be used to purchase alcoholic beverages to be served as part of the event as allowed by law and UTA policy.
- State appropriated funds, tuition fees, and any student ancillary fee may not be used for the purchase or reimbursement for alcoholic beverages.
G. Donated Alcohol
- Donated alcoholic beverages may be accepted by recognized UTA departments, however the sale of donated alcohol is not permitted. Serving donated alcohol at fund-raisers, events that attendees pay to attend, or for which tickets are sold (i.e. any time money changes hands) constitutes the sale of alcohol and is not permitted.
- Non-UTA individuals, organizations, or corporations that reserve and use a Special Use Facility may not serve donated alcohol under any circumstances.
H. State Laws and Regulations
State laws and the regulations of the TABC regarding the sale, purchase, service, possession and consumption of alcoholic beverages must be observed and enforced at all times in all University buildings and facilities and all property owned or controlled by the University.
V. Responsibilities
UTA faculty members, staff, officers, administrators, and students are expected to make responsible decisions regarding the use of alcoholic beverages. It is the responsibility of UTA faculty members, staff, officers, administrators, students, and registered faculty, staff, and student organizations to be aware of and comply with state laws and regulations, UTA regulations and policies, and the regulations and policies of The University of Texas System. Failure to comply will subject the individual(s) or organization(s) to appropriate disciplinary action.
VI. Definitions
N/A
VII. Relevant Federal and State Statutes
Texas Alcoholic Beverage Code and Administrative Rules
VIII. Relevant UT System Policies, Procedures and Forms
- UTA Policy CO-CE-PO-02 Alcoholic Beverages
- UTA Procedure BF-PGS-PR-12 Entertainment and Official Occasion Expenses Procedure
- UTA Form BF-PGS-F5 Official Occasion Expense Form
- UT System Rules and Regulations of the Board of Regents Rule 80102 Alcoholic Beverages
- UT System Rules and Regulations of the Board of Regents Rule 80105 Joint Sponsorship of the Use of Property or Buildings
IX. Who Should Know
All University faculty and staff.
X. UTA Office(s) Responsible for Procedure
- Responsible Officer: CFO & Vice President for Business & Finance
- Sponsoring Department: Procurement & Payment Services
XI. Dates Approved or Amended
December 14, 2022
XII. Contact Information
All questions regarding this procedure should be directed to: CFO & Vice President for Business & Finance Send notifications of errors or changes to: policysite@uta.edu