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Determining the appropriate attendees is critical. Generally, ��������Ƶ official functions are designed for ��������Ƶ employees, affiliates, and other individuals directly associated with the university’s mission and business. However, there are some specifics:

• ��������Ƶ Employees and Affiliates: These are the primary audience for most official functions, including faculty, staff, and certain contractors.
• Students: Depending on the function, students may attend if the event has an educational purpose, is connected to their academic progress, or directly supports a university initiative.
• External Guests: For some functions, it’s appropriate to invite external collaborators, potential donors, or community leaders whose attendance supports the function’s objectives.
• Family Members: In general, university funds cannot cover the costs for family members unless their attendance directly supports the event’s purpose (e.g., spouse attending to engage with visiting dignitaries). Approval for such cases is rare and requires explicit justification and policy compliance.

The university’s policies govern which expenses are allowable to ensure accountability and adherence to budgetary constraints. Here are some common categories:

• Food and Beverages: These are generally permitted for official functions that last more than a few hours or cross typical mealtimes. Alcohol, however, has strict guidelines and requires special approval.
• Supplies and Materials: Purchasing items directly related to the event, such as educational materials, printed agendas, and office supplies, is usually acceptable.
• Venue Rentals: If hosting an event off-campus is necessary, rental costs for appropriate venues are generally allowed but may require additional approval.
• Travel and Lodging: For events involving guest speakers, official university representatives, or collaborative partners, covering travel expenses is often permissible. However, personal travel or unrelated lodging costs are not covered.
• Decorations and Entertainment: Only in limited cases—such as large public events or significant university celebrations—may decorations and entertainment be covered. Approval must align with policy on sensitive expenses.

The business purpose is a concise, clear description of why the event is held and its relevance to university business. This purpose should justify why the event aligns with the university's mission, goals, or obligations and clarify its anticipated outcomes. Record this in the designated “Business Purpose” section on the ��������Ƶ Official Function Form. Be specific! A strong example would be:

• “Annual departmental training workshop to enhance faculty instructional skills, improve student engagement, and foster alignment with new academic guidelines.”

The ��������Ƶ Official Function Form should be completed for any university event involving an official function. Typical cases include:

• Departmental retreats
• Recognition events for employees or students
• Official university dinners or luncheons
• Training sessions that incur costs
• Conferences with university representation and expense coverage

Submitting the Form: Submit the completed form, along with any required attachments, to the designated approver within your department. Departments often have an assigned individual to help with official function forms and check that all documentation is in place. Once submitted, this form ensures compliance and initiates the approval process. Completed OF forms are submitted electronically to campusaccounting@colorado.edu.

Attendance documentation provides transparency regarding the funds spent. Generally, attendance records should include:

1. The Names of All Attendees: If you have a guest list or roster, attach this to the form. If that is not possible, provide a summary of attendees by group (e.g., “10 faculty members from the School of Arts”).
2. Dates and Times: Clearly indicate the date, start time, and end time of the function.
3. Justification for External Guests: If external guests are invited, document their affiliation and reason for attending.

Note: For functions involving sensitive expenses, a detailed attendance record is typically required, so it’s best to keep careful records for such cases.

Additional documentation may be required based on the nature of the event and expense type:

• Receipts and Invoices: For all reimbursable items, attach receipts and invoices showing payment.
• Agenda or Event Program: For events lasting more than one day or with multiple sessions, including an agenda provides context for expenses.
• Approvals from External Collaborators or Special Permissions: If the event requires external collaboration, include any formal agreements or special permissions in the documentation.
• Supporting Policies: Attach documentation showing compliance with any relevant university policy (e.g., policy on alcohol use if applicable).

Imagine you’re organizing an annual team-building retreat for your department’s faculty and staff. The retreat includes lunch, workshop sessions, and an evening gathering.

1. Fill in the Basic Event Information: Add details like date, time, location, and estimated number of attendees.
2. Describe the Business Purpose: “Annual retreat to enhance team cohesion, improve interdepartmental communication, and brainstorm strategies for academic year initiatives.”
3. Document the Expenses: List out anticipated costs – venue rental, catering, workshop materials, etc.
4. Provide Attendance Records: Attach a roster of confirmed attendees or a sign-in sheet from the event.
5. Retain Receipts and Other Documentation: Include catering invoices, venue rental receipts, and a copy of the event agenda.

The form and supporting documents are then submitted for approval and serve as a comprehensive record of the official function, ready for auditing if needed.

For further guidance on completing your ��������Ƶ Official Function (OF) Form and understanding the procedural requirements, refer to these resources:

1. : Outlines the formal policies surrounding official functions, including allowable expenses and event types.
2. : Provides details on which expenses are considered sensitive, with specific guidance on food, alcohol, and entertainment.
3. : Guidance on planning recognition events and training sessions.
4. : Sets forth the parameters for using university funds to purchase alcoholic beverages for personal consumption at university events.
5. : Download the form from this link and review examples for quick reference.
6. : Answers common queries and offers additional clarity on tricky sections of the form.