Receptions

A reception is defined in UW System Financial & Administrative Policy (F36) as "A gathering of individuals associated with a UW-sponsored event that provides the opportunity for interaction in a setting that is not purely social in nature. Unlike a business meeting, a reception may not have a specific agenda or time frame. Like a business meeting the purpose must be related to or promote the mission of the hosting department."

L&S has established a per person limit on reception costs. Requests for payment of reception costs must include approval of the department chair or director, a statement or document which substantiates the official business relatedness of the reception, the number of people attending, and original invoices/receipts showing the amount to be paid or reimbursed.

Per F36, receptions that are attended primarily by UW/State employees must be held in UW facilities unless an adequate UW facility is not available. Justification for not using a UW facility and approval of the institution controller (Asst Vice Chancellor-Business Services) are required if UW facilities are not used. The justification and approval must be attached to all requests for payment transactions.

Catering Services

Catering services involve food prepared, transported and served by the caterer's employees on property owned or facilities used by the university.

Catering services that cost $5,000 or more are considered high risk services and have specific insurance requirements when contracting with an outside vendor. A Certificate of Insurance must be filed with the Office of Risk Management before the purchase order is issued. Obtaining the proper proofs of insurance coverage and licensing can take 3-6 weeks; therefore, Purchasing must have your external requisition at least 6 weeks before the date of the event.

If you choose to contract with a campus caterer (Wisconsin Unions, Residence Halls, or UW Hospitals Food Services) issue an internal requisition to the appropriate campus food provider; Purchasing does not become involved in these transactions and proofs of insurance coverage and licensing are not required.

Catered meals are subject to the meal maximums set by the UW System Travel Regulations, F36 and/or the L&S Dean's Office.

Alcoholic Beverage Consumption and Permits

Effective November, 1988, Regent administrative rule prohibits the possession of open containers of alcoholic beverages and the consumption of such beverages on campus unless specifically permitted. Under the rule, each UW System campus is required to establish institution-specific regulations for permitting alcoholic beverage possession and consumption.

Campus regulations include the following policy statements:

Departments should retain and heed carefully the complete campus policy. The authority to issue an alcoholic beverage permit has been delegated by the Chancellor to Vice Chancellors, Academic Deans, and Directors of various campus units. In issuing such a permit, the following campus regulations applying particularly to academic departments and units require that:

In L&S: