Alcohol is defined as a sensitive expenditure in Mines Financial Policy to ensure only allowable funding sources are used, it is served responsibly, and to reduce any appearance of impropriety.
When can I buy alcohol?
Per Policy 2-9, alcohol may be purchased for any of the following purposes:
- Official Functions: this includes business meals to host prospective employee candidates, seminar speakers and other official guests of the university.
- Meetings/conferences/continuing education courses for which fees are charged; and/or Fundraising Events.
See section 1 of Appendix D of our Financial Policy for more information. These examples are not exhaustive, if you have questions about a specific event, please contact the Expense Team.
Does your Worktag allow Alcohol?
Before purchasing alcohol, it is critical to secure an allowable funding source.
Alcohol CANNOT be charged to the following Worktags/Funds:
- Operating Accounts
- Professional or Research Development Worktags
- Grants (except for Consortia, which may be allowed on a case-by-case basis)
- Foundation Funds designated for Professional Development, Awards, Named Faculty or Research. Exception: Alcohol may be charged if the donor documentation explicitly states it is an allowable use of the fund.
- Foundation Funds designated for Direct Student Support: Financial Aid, Fellowships, Scholarships, Student Clubs and Organizations
Alcohol may be allowable on the following Worktags/Funds:
- School-Side Gifts; these are worktags that begin with “27XXXX” with default Fund 24). Allowability will be based on the intent of the gift, please review the associated donor documentation or contact the Expense Team to determine if alcohol would be allowed.
- Foundation Funds; worktags beginning with a “6XXXXX” with default Fund 35 which are designated for General, Departmental or Programmatic Support; or if explicitly state as an allowable expense on the donor documentation.
- Auxiliary Projects; worktags beginning with a “3XXXXX” related to Fund 17 or 18). The allowability of alcohol is based on the specific event and the source of the funds within the auxiliary that would be used. If the specific auxiliary is generating revenue for a Mines event like a conference or official function it would be acceptable to charge reasonable related alcohol expenses to the auxiliary.
If you need do not know how to find the specific Fund related to your worktag please review the Finding the Default Fund, Cost Center & Function for a Worktag article. Note, given the sensitive nature of these expenses, restrictions may change periodically. Also, available for download is a flowchart displaying the information above.
If you have questions about a specific worktag or feel a specific worktag should allow alcohol but it does not fit the parameters above please contact the Expense Team.
Buying Alcohol
Alcohol purchases should be paid for using a One Card, the Mines issued Credit Card, when possible. Prior approval for such purchases is not required when purchasing alcoholic drinks at a third-party restaurant or venue. If you are purchasing alcohol at a grocery or liquor store, prior approval may be required to allow the purchase on the One Card.
When purchasing alcohol from a store for an event, only beer and wine should be purchased. Cocktails and Hard Liquor may be purchased at a restaurant or venue where Mines is not responsible for procurement or service.
Required Approvals: Events with Students- Request to Serve
Approval from Dean Derek Morgan’s office is required for Events where students (regardless of age) will be in attendance. Requests are submitted via an Online Form which must be submitted at least 3 weeks in advance. For more information review the Alcohol Policy and for questions contact the Dean of Students at (303) 273-3288.