Washington State University
BUSINESS POLICIES AND PROCEDURES MANUAL

PURCHASING
70.29
Revised 11-15
Purchasing Services
509-335-3541

Ordering Alcoholic Beverages

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POLICY

Alcoholic beverages may be purchased with University funds if established University and state of Washington procedures are followed. See also EP20.

NOTE: If an event is held out-of-state for which alcohol is purchased with University funds, that state's procedures for purchasing and serving alcoholic beverages must be followed, in addition to established University procedures.

Funding

Only the following types of accounts, with indicated limitations, may be used to purchase alcoholic beverages.

Approval

After obtaining approval of the unit or campus administrator responsible for the location where the event occurs, University personnel may interact directly with the Washington State Liquor Cannabis Board (WSLCB) and vendors to obtain permits, licenses, and beverages.

NOTE: Alcohol is prohibited in the workplace (WAC 296-800-11025) with the following exceptions:

Student Affairs

Student Affairs units or related student services units follow this procedure, but also obtain approval from the campus Student Affairs office before purchasing licenses/permits and beverages. Contact the applicable campus' designated financial services office for the campus Student Affairs office's approval procedures.

For the purposes of this section, the designated student organization financial services offices are:

Revenues

All income relating to the sale or use of alcoholic beverages is accounted for in accordance with receipting and depositing procedures in 30.52 and 30.53.

Storage

The unit administrator designates a custodian to be responsible for stored alcoholic beverages. The custodian ensures that alcoholic beverages are stored in a secure, preferably locked, location. Excess alcoholic beverages not used at an event are to be closely monitored and controlled.

Procedures

Obtaining the permits and purchasing the beverages are separate aspects of sponsoring an event. This section first describes how to obtain the required permits/licenses (see below) and then describes how to purchase beverages (see below). This section describes how to carry out the following:

STATE PERMITS/LICENSES

State of Washington permits/licenses are required if alcoholic beverages are served at University events. Units are to refer to the WSLCB for complete information regarding rules and restrictions. Information is available on the WSLCB Special Licenses and Permits website at:

http://www.liq.wa.gov/licensing/special-licenses-and-permits

Forms

Units must complete the appropriate WSLCB form to obtain state approval to serve or sell liquor.

Permit to Serve Liquor

A WSLCB-issued banquet permit authorizes the service and consumption of liquor at a private, invitation-only banquet or organized gathering in a public place or club at a specified date and place.

Restrictions

The following restrictions apply to a banquet permit:

For further information, contact the WSLCB Licensing Customer Service desk; telephone 360-664-1600, or refer to the WSLCB website at:

http://lcb.wa.gov/licensing/banquet-permits

License to Sell Liquor

A special occasion license for a nonprofit socciety or organization authorizes a society or organization to sell individual services of alcoholic beverages for on-premises consumption at a special occasion on a specified date, time, and place.

Restrictions

The following restrictions apply to a special occasion license:

Draft beer dispensing equipment
Advertising services
Wine pouring or dispensing services
Event judging

For further information, contact the WSLCB Licensing Customer Service desk; telephone 360-664-1600, or refer to the WSLCB website at:

http://lcb.wa.gov/licensing/special-occasion-licenses

Permit/License for Each Event

Purchase a separate banquet permit or special occasion license for each event at which alcoholic beverages are served.

Obtaining Banquet Permit

The unit must purchase the banquet permit at least three days before the event. Banquet permits are available to order from the WSLCB website at:

http://lcb.wa.gov/licensing/banquet-permits

A purchasing card must be used to obtain the online banquet permit. The WSLCB accepts only credit or debit cards for this service.

NOTE: Purchasing cards may not be used to purchase special occasion licenses.

The cost for a banquet permit must be charged to an account in programs 09G, 14L, 17A, 17C, 17F, or 17G only. A state-supported account may not be used to purchase a banquet permit.

Banquet Permit Application

A WSU administrator or employee completes the online permit application. The information below is required to complete the permit application:

WSU Approval

A WSU unit administrator responsible for the location where the event occurs signs the permit application. The unit administrator may authorize a subordinate employee to sign the form.

Permit Issued and Posted

The WSLCB issues the banquet permit to the WSU unit. The unit displays the permit at the event.

Obtaining Special Occasion License

To assure that the documentation arrives at the WSLCB at least 30 days in advance as required by Board regulations, begin the purchasing process at least 45 days before the event. Special occasion license applications are available from the WSLCB website at:

http://lcb.wa.gov/licensing/special-occasion-licenses

Units must use Departmental Requisitions to purchase special occasion licenses. See 70.10. Units may not use purchasing cards to purchase special occasion licenses or alcoholic beverages.

Possession of License

The applicant must be in possession of the special occasion license before alcoholic beverages may be purchased for resale.

Departmental Requisition

Prepare a Departmental Requisition.

If the applicant works for a WSU Pullman department, he or she picks up the check from the Check Distribution Section of the Controller's Office. If the applicant works for a non-Pullman department, the Controller's Office sends the check to his or her department.

License Application

A WSU administrator or employee completes the application. The following information is required to complete the indicated numbered lines on the license application:

WSU Approval

A WSU unit administrator responsible for the location where the event occurs signs the license application. The unit administrator may authorize a subordinate employee to sign the form.

License Issued and Posted

The WSLCB issues the special occasion license to the WSU unit. The unit displays the license at the event.

PURCHASING ALCOHOLIC BEVERAGES

When purchasing alcoholic beverages for consumption at private events or for cooking, a department may use a Departmental Requisition, or use the confirming requisition procedures in 70.20 if Purchasing Services has granted prior approval.

Departmental Requisition

Complete a Departmental Requisition. See 70.10. (Do not use a direct buy procedure, such as a purchasing card, Department Order, or an existing blanket purchase order.)

Include quantities, prices, and descriptions on the Departmental Requisition. (Estimates for prices and totals are acceptable.) Enter the telephone number of an individual for Purchasing Services personnel to contact when the Purchase Order is ready. Indicate if the alcohol is to be used for cooking.

For non-Pullman departments, also enter the campus building and room number or mailing address.

Route the completed Departmental Requisition to Purchasing Services.

Purchase Order

Purchasing Services prepares a Purchase Order (field order), which may be used to obtain the beverages on a charge basis. Purchasing Services notifies the contact individual indicated on the Requisition when the Purchase Order is ready.

WSU Pullman Departments

WSU Pullman department personnel pick up the Purchase Order from Purchasing Services.

Department personnel who are at least 21 years old take the Purchase Order to the vendor and purchase the beverage.

Non-Pullman Department

For non-Pullman purchasers, Purchasing Services sends the Purchase Order to the department.

Department personnel who are at least 21 years old take the Purchase Order to the vendor and purchase the beverage.

Restriction on Out-of-State Purchases

If an event held in the state of Washington requires the use of either a banquet permit or special occasion license, the alcohol must be purchased in the state of Washington. (See State Permits/Licenses.)

UNUSED ALCOHOLIC BEVERAGES

Returning Unused Alcoholic Beverages

Departments may return remaining unopened bottles of beer, wine, and/or spirituous liquor originally purchased for an event, if the retailer it was purchased from will allow returns for alcoholic beverages. Return policies vary, so it may be necessary to telephone the retailer in advance to confirm that they offer refunds for returned beverages.

Request an itemized receipt for the returned alcohol.

Deposit the Money

Deposit the refund as a recovery of expenditure to the account that originally paid for the beverage. Follow deposit procedures in 30.53. Include the refund receipt with the deposit documentation.

Storing Unused Alcoholic Beverages

After the event, the department may store remaining unopened bottles of beer, wine, and/or spirituous liquor. The department custodian must ensure that the unopened alcoholic beverage bottles are stored in a secure, preferably locked, location. Excess alcoholic beverages not used at an event are to be closely monitored and controlled.

New Permit or License

The department must apply for a new permit or license in order to serve the remaining alcoholic beverages at another event held at a later date.