Accounting Office

Alcohol at University Events

Alcohol may be paid with University funds only when it is part of an allowable University event, serves a bona fide University business purpose, uses an eligible funding source, and receives all required approvals. Approval to serve alcohol does not establish that the expense is allowable. Similarly, approval of the expense or funding source does not replace UCR’s Alcohol Service Review requirements.

Submit the Alcohol Service Review early

Submit an Alcohol Service Review to UCR Risk Management at least 20 business days before the event. This requirement applies to University-hosted or sponsored events on University-owned or leased property and off-campus events funded, directed, managed, or supervised by UCR.

Determine whether University funds may be used

Requirement What to confirm
Allowable event The alcohol is associated with an event that qualifies under University business-meeting, entertainment, or official-event requirements.
University business purpose The expense supports a documented University purpose and is not primarily personal or social.
Eligible funding The selected funding source permits alcohol and has sufficient available funds.
Required approvals All financial, exceptional, departmental, and event-related approvals are obtained before a commitment is made.
Reasonable cost The type, quantity, and cost of alcohol are reasonable for the event and participants.
Per-person limit The alcohol cost is included when calculating the total cost per person.
Itemized documentation The receipt or vendor invoice separately identifies the alcohol charge.

Review BUS-79: Expenditures for Business Meetings, Entertainment, and Other Occasions when determining whether an expense is allowable.

Funding-source rules

Funding source General treatment
State funds Alcohol may not be charged to State funds.
Federal funds Alcohol may not be charged to a federal award.
Federal flow-through funds Treat the funding as federal when the award originates from a federal source, even when the funds pass through another organization.
Nonfederal contracts and grants Review the award terms and funding restrictions. Obtain confirmation that the expense is specifically permitted before making a commitment.
Restricted gifts or donor funds Review the donor terms and fund restrictions. The availability of gift funds does not independently make alcohol allowable.
Eligible unrestricted non-State funds May be used when the event and expense are allowable and all applicable requirements and approvals are met.
Multiple funding sources Allocate the alcohol portion only to an eligible funding source. Do not distribute or conceal alcohol costs within other event charges.
Personal funds Personal alcohol purchases are not reimbursable merely because they occurred during a University event or business trip.

When University requirements and the funding terms differ, follow the more restrictive requirement.

Bundled charges

State or federal funds may not pay for alcohol included in a catering package, restaurant bill, conference charge, reception, room package, or other bundled price. Obtain an itemized breakdown and allocate the alcohol portion to an eligible funding source. Do not charge the entire package to a restricted source because the alcohol was not separately ordered or listed.

Before purchasing alcohol

  1. Confirm that the event and alcohol expense have a bona fide University business purpose.
  2. Identify an eligible funding source and review all applicable restrictions.
  3. Submit the Alcohol Service Review at least 20 business days before the event.
  4. Obtain all required departmental, financial, exceptional, and event approvals.
  5. Include the alcohol cost when calculating the total cost per person.
  6. Select an allowable payment method.
  7. Confirm that any contract, venue agreement, catering agreement, or other terms have been reviewed by Procurement Services before commitment.
  8. Arrange for an itemized receipt or invoice that separately identifies alcohol.
  9. Document the official host, attendees, University business purpose, event date, location, cost, and funding source.

Alcohol-service requirements

Requirement What to know
Trained servers Alcohol must be controlled and served by Responsible Beverage Service-trained servers.
Departmental servers If departmental representatives will serve alcohol, at least two Responsible Beverage Service-trained servers are required to allow for breaks. Required training documentation must be provided through the Alcohol Service Review process.
Server conduct Servers must be at least 21 years old, remain in control of alcohol service, monitor guests, and refrain from consuming alcohol during the event.
Event host The event host, coordinator, or approver must remain onsite while alcohol is being served.
Food Food must be available whenever alcohol is served and should be more substantial than light hors d’oeuvres.
Nonalcoholic beverages Nonalcoholic beverage options must be available.
Age verification Use an appropriate age-verification process and a visible method of identifying participants who may receive alcohol.
Personal alcohol Attendees may not bring their own alcohol to the event.
Student organizations Student groups, clubs, and organizations may not host events where alcohol is served.
Public events Events with alcohol must be by invitation or ticket sale and may not be open to the general public.
Selling alcohol Alcohol may not be sold without the applicable temporary Alcoholic Beverage Control permit.
Beverage controls Use reasonable serving sizes and a method for limiting the number of drinks provided to each participant. Avoid unrestricted open bars.
Transportation Plan for transportation options for participants who may be impaired, such as rideshare services or a designated-driver program.

Review the complete UCR Alcohol Service requirements before planning or hosting an event where alcohol will be served.

Payment requirements

Payment method General treatment
T&E Card Restricted. May be used only when the alcohol expense is allowable under BUS-79, uses an eligible funding source, and all required approvals and documentation are obtained.
PCard Not allowed for alcohol purchases.
Purchase order Required when the event exceeds $5,000 or requires a contract. A purchase order may also be appropriate for other event or catering arrangements.
Personal payment and reimbursement May be reimbursable only when the alcohol expense is allowable, uses an eligible funding source, and is supported by all required documentation and approvals. Personal or unallowable alcohol is not reimbursable.

All contracts, venue agreements, catering agreements, terms and conditions, or other documents requiring acceptance or signature must be reviewed by Procurement Services before the University makes a commitment. Confirm the payment method using the current Payment Card & Restricted Items Matrix.

Required documentation

Retain the following documentation for the expense:

  • Type of expense and event
  • Event date and location
  • Bona fide University business purpose
  • Number of participants
  • Attendee names, titles, occupations or group affiliations, as required
  • Itemized receipt or final vendor invoice identifying the alcohol charge
  • Official host and required host certification or approval
  • Total event cost and per-person calculation, including alcohol
  • Eligible funding source and allocation of the alcohol expense
  • Approving authority and any required additional or exceptional approval

Complete the required Alcohol Service Review and retain the resulting event records according to Risk Management’s instructions. When applicable, also retain the contract, purchase order, and Procurement Services approval as part of the purchasing record.

Alcohol questions

  • Obtain an itemized breakdown from the hotel, restaurant, caterer, conference, or event provider.

    Include the alcohol cost in the per-person calculation and allocate it only to an eligible funding source. Do not charge alcohol to a restricted source simply because the provider included it in a package or did not list it separately.

  • A reception with alcohol must have a bona fide University business purpose, an eligible funding source, required financial and event approvals, and an approved Alcohol Service Review.

    Document the official host, participants or participant group, expected University benefit, alcohol cost, total event cost, and per-person calculation.

  • Alcohol purchased during a business meal is not treated as a travel meal or incidental expense. Evaluate and document it under the applicable business-meeting and entertainment requirements.

    The alcohol must serve a bona fide University business purpose, use an eligible funding source, be included in the per-person calculation, and be separately identified on the receipt.

    Alcohol purchased for the traveler’s personal consumption is not reimbursable.

  • The Alcohol Service Review requirement applies to an off-campus event when the event is funded, directed, managed, or supervised by UCR.

    Confirm that the restaurant, caterer, or venue uses appropriately trained servers. Contracts, venue agreements, and other terms must be reviewed by Procurement Services before commitment.

    An off-campus event does not become allowable merely because alcohol is provided and served by the venue.

  • Hosting a University-sponsored event at a private residence is strongly discouraged. The homeowner may be personally responsible for alcohol service and related incidents.

    If an event at a private residence is approved, use a qualified caterer with trained servers and complete all Alcohol Service Review, funding, documentation, and approval requirements.

  • Selling alcohol requires the applicable temporary Alcoholic Beverage Control permit in addition to UCR’s Alcohol Service Review and other event approvals.

    Begin planning early and do not advertise, sell tickets, collect payment, or commit University funds until the required reviews and permits have been addressed.

  • Personal alcohol purchases and alcohol that does not meet University requirements may not be charged to or reimbursed by the University.

    If an unallowable alcohol charge is made using a University payment method, identify the charge promptly, do not allocate it to a University funding source, repay the University as directed, and attach the repayment documentation to the applicable Expense Report.