Community Campus Delegation 403: Nonrepresentational Purchases

Purpose

To provide guidelines for the authority on nonrepresentational purchases.  

References

University of Alaska Procurement Manual (not available online)
Board of Regents Policy 05.02.07
Administrative Service Policy Manual, Procurement Services 108: Nonrepresentational Purchases  

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

Delegation AuthorityThe Directors/President may approve nonrepresentational expenditures.
Delegation Criteria Nonrepresentational expenditures must conform to the regulations and the guidelines that have been established for these purchases. A form is required and must be completed prior to the purchase. Click here to obtain the Representational/Nonrepresentational Guidelines or Form.
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.
Alcoholic beverage purchases are prohibited as a nonrepresentational expense.
ApplicabilityAll community campuses have the delegation authority for nonrepresentational purchases expressed in this policy unless special limits or requirements are set by the Vice Chancellor for Administration.

Effective: 10/25/2005