Definition
Official Function – A meeting, conference, meal, training, or other function that is hosted by the Chief Executive Officer, or representative, of a State Agency or Institution of Higher Education, attended by guests and/or State employees, held for official State Business, as defined in Fiscal Rule 5-1 (Travel), purposes and includes an expenditure of State funds.
RULE
Official Functions that include purchases of food and beverages have the potential of being perceived to be for personal benefit and an abuse of public funds. Attendance shall include only those individuals directly related to the purpose of the function. Purchases of food and beverages should be kept to a minimum and shall be approved by the Chief Executive Officer or by a representative of the State Agency or Institution of Higher Education who has been delegated authority by the Chief Executive Officer. All expenditures associated with an Official Function must meet the requirements in Fiscal Rule 2-1 (Propriety of Expenditures).
Examples
The following are examples which qualify as “Official Functions”
- Food and beverages purchased for the hosts and one or more guests visiting a department on official business.
- Luncheons, dinners, receptions, and banquets given as a necessary adjunct to official meetings or conferences.
- Meals (including spouses), service pins, and merit certificates for State employees being honored at an
award luncheon, dinner, or reception. This includes the cost of meals for State officials who are required
to participate in an official capacity. - Catering services, which may be required for large formal official functions.
Unallowable Expenditures
Any expenditure that is not reasonable, not necessary, and not for official state business purposes is unallowable. Examples include expenditures for:
- Personal events, such as birthdays, wedding showers, and baby showers
- Decorations
- Food, beverages, and related supplies when purchased for use in the ordinary course of business, including, but not limited to, working lunches, coffee, plates, cups, napkins, etc.
- Functions that do not meet the definition of Official Functions.
Authorization Procedures
Requests must be completed in Workday following one of two processes prior to any event occurring:
a. Requisition Type “Official Function” requiring a purchase order issuance
or
b. Spend Authorization, with a Business Purpose “Official Function” when procurement card purchase is allowed
