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 Associate Controller of Operations.
Which worktags can I use for alcohol expenses?
Before purchasing alcohol, it is critical to secure an allowable funding source. It is best practice to post these expenses to a department gift or discretionary worktag.
Alcohol CANNOT be charged to Operating Accounts, Professional or Research Development Worktags, Chaired Position Foundation Worktags, or Grants (except for Consortia Worktags which are allowable on a case-by-case basis).
Refer to the summary below for more information on where allowable alcohol expenses may be charged. Note, given the sensitive nature of these expenses, restrictions may change periodically. Also, available for download is a flowchart displaying the information below.
Auxiliary Projects: (Worktags beginning with a “3” related to Fund 17 or 18)
- Alcohol allowability is based on both the specific event, to ensure it is in line with the intention of the specific auxiliary, and the source of the current available balance. 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.
Gift Worktags: (School Side Gifts- Worktags beginning with “27” related to Fund 24) and Foundation Projects – Worktags beginning with a “6” related to Fund 35)
- Alcohol allowability will be based off the Donor Documentation which may explicitly state whether alcohol can be charged. If alcohol is not explicitly addressed, the decision will be based on the intent of the gift; alcohol cannot be charged to gifts intended for Student Support, Research, Fellowships, or Chaired Positions. Alcohol may be allowed if the worktag was intended for Discretionary or General Support. For questions about specific worktags please email CSMFoundation@mines.edu.
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.