Problematic Expense Guide - A to Z

• Alcoholic Beverages for Gatherings Attended only by UNM Employees – The payment or reimbursement for alcohol at University events at which only University employees are present is a prohibited use of University funds.
   
  • Examples
    • Departmental or unit meetings
    • Recruiting meals for internal job candidates
    • Workshops
    • Unit retreats & Team Building Events
      
      
  • The Reason this is Unallowable – Payment for alcoholic beverages at events in which only UNM employees are present violates University Administrative Policy 4000: Allowable and Unallowable Expenditures, Section 5.2.1:  Alcoholic Beverages. 
    
    
  • Possible Allowable Alternatives - Try this Instead:
    • Host a Hospitality event with outside guests in which University Business is conducted in accordance with University Administrative Policy 4000: Allowable and Unallowable Expenditures, Section 5.2:  Hospitality Events That Include Outside Parties and Section 5.2.1:  Alcoholic Beverages.  Alcohol is limited to 30% of the cost of food at such events and is limited to beer and wine only.  Alcohol served at Hospitality Events on campus requires advance, written approval by the University President and must be served by a licensed alcohol server.  See University Administrative Policy 2140:  Use and Possession of Alcohol on University Property for full guidance.
    • Request a written exception from one of the four members of University leadership in accordance with University Administrative Policy 4000: Allowable and Unallowable Expenditures, Section 16:  Exceptions.   
    • If a unit has funds available at the UNM Foundation, the Foundation may be able to pay for these expenses directly. With the UNM Foundation existing as a legally separate Non-Profit entity and not a governmental entity like the University, New Mexico government spending restrictions do not apply to funds that are disbursed directly by the Foundation.