108 - Nonrepresentational Purchases

Procurement Services 108: Nonrepresentational Purchases

Purpose

To provide guidelines for nonrepresentational allowances

Reference

University of Alaska Procurement Manual (not available online) Board of Regents Policy and Regulation 05.02.07 

Definitions

Nonrepresentational Purchases: Food, refreshments or similar purchases for staff, student and public functions, and special ceremonies or celebrations of importance to a campus. Expenses are charged to account codes 3008 and 4008.

Policy

Guidelines have been established for nonrepresentational purchases. The required expenditure approval form also contains instructions. The form must be completed prior to the purchase.

The cost of meals and refreshments may be charged to nonrepresentational commodities or contractual services accounts for functions or events:
  • Involving students and directly related to an education program.
  • For which a fee is charged and the fee includes a provision for the meal or refreshments provided.
  • Involving students, faculty, staff and/or the public when these are official, traditional or special ceremonies, or celebrations of importance to the University. Examples include dinners or receptions during commencement activities, student honors events, parent's day programs, athletic or student leadership events, faculty awards ceremonies and similar occasions.

The approval of such expenditures against nonrepresentational accounts must be authorized by the chancellor, vice chancellor, campus director, or other person specifically designated in writing by the chancellor to authorize such expenditures.

Alcoholic beverage purchases are prohibited as a nonrepresentational expense.