POLICY
Alcoholic beverages may be purchased with University funds if established University and state of Washington procedures are followed.
Funding
Only the following types of accounts, with indicated limitations, may be used to purchase alcoholic beverages.
- Accounts in programs 09G or 14L (conference accounts). Only the conference account designated to pay costs of the event may be charged for the alcoholic beverages. Any income must be deposited back into that account.
- Certain accounts in program 17A (discretionary funds). If the expenditure is from a discretionary account, the item purchased must conform with the donor's intent as documented on an Establishment of Fund form. See 30.75.
- Accounts in program 17C (agency accounts).
- Other accounts if the beverage is to be used for food preparation, e.g., state-supported accounts.
Approval
After obtaining approval of the unit administrator responsible for the location where the event occurs, University personnel may interact directly with the Washington State Liquor Stores and vendors to obtain permits, licenses, and beverages.
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 everages. 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:
- WSU Pullman Financial Services Office; telephone 509-335-1085; room CUB 60.
- WSU Spokane Student Affairs; telephone 509-358-7526; room Academic Center Suite 130.
- WSU Tri-Cities Office of Student Affairs; telephone 509-372-7139; room West 201B.
- WSU Vancouver Office of Student Involvement; telephone 360-546-9530; room VFSC 123.
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 also describes how to handle unused beverages after an event (see below).
State of Washington permits/licenses are required if alcoholic beverages are served at University events. Units are to refer to the brochures published by the Washington State Liquor Control Board for complete information regarding rules and restrictions. Brochures are available at the liquor store or from the Liquor Control Board Special Licenses and Permits website at:
http://www.liq.wa.gov/licensing/special-licenses-and-permits
Forms
Units must complete the appropriate state of Washington form to obtain state approval to serve or sell liquor. (See below and below.)
A Banquet Permit (Washington State Liquor Control Board Application and 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:
- Attendance must be by invitation only. The event may not be open or advertised to the general public. Examples of acceptable events include University or department banquets, retirement parties, and other department events.
- The event may not be for business promotion purposes.
- Liquor may not be served to anyone who appears intoxicated or is under 21 years of age.
- Intoxicated persons or those under 21 years of age may not drink or possess liquor during the event.
- All liquor must be purchased from a retail entity and must be consumed between the hours of 6:00 a.m. and 2:00 a.m. (WAC 314-11-070)
- The sale of liquor by the drink is prohibited. However, "package deals" are allowed that may include the cost of dinner, liquor, and entertainment.
- Tickets exchangeable for drinks may be issued as part of the package price. No separate or additional charge may be made for liquor.
For further information, see the Banquet Permits Information Brochure. See above.
A Special Occasion License (Special License to Sell Beer, Wine or Spirituous Liquor at Special Occasion) authorizes a society or organization to sell alcoholic beverages at a special occasion on a specified date and place.
Restrictions
The following restrictions apply to a Special Occasion License:
- Spirituous liquor must be purchased from a state or contract liquor store.
- Special occasion licensees may not advertise or sell beer, wine, or spirits below cost.
- Manufacturers or distributors may not provide goods or services to special occasion licensees, except as follows:
Draft beer dispensing equipment;
Advertising services;
Wine pouring or dispensing services at tasting exhibitions; or
Event judging.
- Special occasion licensees may not make awards or gifts of liquor.
- Liquor may not be sold or served to anyone who appears intoxicated or is under 21 years of age.
- Intoxicated persons or those under 21 years of age may not drink or possess liquor during the event.
- If the event is held at liquor-licensed premises, the licensed liquor entity may not sell or serve its liquor in the room where the event is being held.
For further information, see the Special Occasion License Information brochure from the Washington State Liquor Control Board. See above.
Permit/License for Each Event
Purchase a separate Banquet Permit or Special Occasion License for each event at which alcoholic beverages are served.
Permit/License Not Required
If the alcohol is to be consumed at a private function at a residence or used for cooking, state of Washington permits or licenses are not required.
Obtaining Banquet Permit
The unit must purchase the Banquet Permit at least three days before the event. The unit may use a Departmental Requisition (see 70.10) or a purchasing card (see 70.08) to purchase a banquet permit. NOTE: The cost for a banquet permit must be charged to an account in programs 09G, 14L, 17A, or 17C only. A state-supported account may not be used to support the cost of a banquet permit.
Departmental Requisition
Prepare a Departmental Requisition for the Banquet Permit. Indicate the Washington State Liquor Control Board as vendor. Enter the name and telephone number of an individual for Controller's Office personnel to contact when the check is ready. Route the Departmental Requisition to Purchasing Services.
For non-Pullman requesters, also enter the department's campus building and room number or mailing address.
Purchasing Card
Units with non-state-supported accounts (programs 09G, 14L, 17A, or 17C) may use purchasing cards to purchase banquet permits from state or contract liquor vendors. For a list of state or contract liquor vendors, refer to the Washington State Liquor Control Board Find a Store website at:
NOTE: Purchasing cards may not be used to purchase alcoholic beverages or special occasion licenses. See below.
Check
The Controller's Office prepares a check for the permit and notifies the purchaser when the check is ready.
Pullman Department
A WSU Pullman department purchaser picks up the check from the Check Distribution Section of the Controller's Office.
Non-Pullman Department
For non-Pullman purchasers, the Controller's Office sends the check to the purchaser's department.
Banquet Permit Application
A WSU administrator or employee completes the permit application at the liquor store. The information below is required to complete the permit application:
- Name of department.
- Name, telephone number, and home address of the person responsible for arrangements.
- Date and beginning and ending times for the occasion.
- Location of the occasion, including address, building, room number.
- Purpose of occasion.
- Number of member attendees.
- Number of guest attendees.
- Number of attendees under age 21.
- Whether or not members will bring their own liquor.
- Name, address, and telephone number of caterer.
- Whether or not the applicant is an owner, corporate officer, or employee of a licensed liquor business. If so, the name and telephone number of the business.
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 liquor store 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 Liquor Control Board at least 30 days in advance as required by Board regulations, begin the purchasing process at least 45 days before the event.
Units may use a Departmental Requisition only 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 Special Occasion License must be in the hands of the applicant before alcoholic beverages may be purchased for resale.
Departmental Requisition
Prepare a Departmental Requisition.
- The license amount varies, depending upon the type of beverage sold, i.e., beer, wine, or spirituous liquor. Refer to the Liquor Control Board's brochure for license amounts.
- Indicate the Washington State Liquor Control Board as vendor.
- Indicate the applicant's name and telephone number. The Controller's Office contacts the indicated person when the check is ready.
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 at the liquor store. The information below is required to complete the indicated numbered lines on the license application:
- Name and address of department. (1-2)
- Indicate that WSU is a nonprofit organization. Leave Secretary of State file no. blank. (3)
- Name, telephone number, and title of an officer in the department or organization. (5)
- Whether the department or organization has previously held a special occasion license. If so, when. (6)
- Location of the occasion, including address, building, room number. (7-8)
- Whether or not the occasion is to be held inside city limits. (8)
- Whether or not the event is held on school property. Leave License No. blank.
- The approving administrator/employee signs and dates the form. See "WSU Approval" below. (9)
- Number of member attendees. (10)
- Number of guest attendees. (10)
- Number of attendees under age 21. (10)
- Whether or not the event is open to the general public. If so, how event will be advertised. (11)
- What is included in the admission price. (12)
- How monies from event are distributed. (13)
- Whether or not any liquor distributor, manufacturer, wholesaler, or agent is providing advertising, money, prizes/gifts, or merchandise. (14)
- Name and day and night telephone numbers of contact person.(15)
- Time and date of the occasion. (15)
- Type of occasion, i.e., dance, lunch/dinner, cocktail, auction, music, fashion show, Reno night, outdoor event, no host, wine/ cheese party, community celebration, other (specify). (15)
- Name and mailing address for the Liquor Control Board to mail the license. (16)
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 liquor store issues the Special Occasion License to the WSU unit. The unit displays the license at the event.
PURCHASING ALCOHOLIC BEVERAGES
From Private Retailers
Follow the procedure below to purchase beverages from private retailers, e.g., grocery stores, convenience outlets. (This procedure applies primarily to beer and wine purchases.)
When purchasing beverages from private retailers for consumption at private events or for cooking, a department may use the procedure described below 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. If the alcohol is to be used for cooking, so indicate.
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 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 take the Purchase Order to the vendor and purchase the beverage.
From the Washington State Liquor Store
When purchasing beverages from the Washington State Liquor Store for consumption at private events or for cooking, a department may use the two-step procedure described below or use confirming requisition procedures in 70.20 if Purchasing Services has granted prior approval. NOTE: A department may not use a purchasing card to purchase alcoholic beverages.
Invoice Voucher (Step 1)
Prepare a State of Washington Invoice Voucher. Refer to the sample in the PDF version of page 70.29.10. Include current prices, quantities, and descriptions. Alcoholic beverages should be purchased during the same calendar month that prices are obtained or verified. The liquor store changes prices, as necessary, on the first day of each month.
Take the Invoice Voucher to the liquor store and have liquor store personnel sign the vendor's certificate.
Departmental Requisition (Step 2)
Prepare a Departmental Requisition, including quantities, prices, and descriptions.
- Indicate the Washington State Liquor Store as vendor.
In Pullman, the vendor is Washington State Liquor Store #49. Non-Pullman units may obtain local state liquor store numbers from the Washington State Liquor Control Board Find a Store website at:
- Enter the telephone number of an individual for Controller's Office personnel to contact when the check is ready.
For non-Pullman requesters, also enter the department's campus building and room number or mailing address.
- If the alcohol is to be used for cooking, so indicate.
Route the signed Invoice Voucher and the completed Departmental Requisition to Purchasing Services.
Purchase Order/Check
Purchasing Services prepares a Purchase Order (field order) for all items, following advance payment procedure. Purchasing Services forwards the original copies of the Invoice Voucher and Purchase Order to the Controller's Office. Controller's Office personnel telephone the department when a check for the items is ready. The check is payable to the Washington State Liquor Control Board.
Pullman Department
A WSU Pullman department purchaser picks up the check from the Check Distribution Section of the Controller's Office.
The purchaser uses the check to purchase the alcoholic beverages at the state liquor store.
Non-Pullman Department
The Controller's Office sends the check to the non-Pullman purchaser's department.
The purchaser uses the check to purchase the alcoholic beverages at the state liquor store.
Returning Unused Alcoholic Beverages
After the event, the department may return remaining unopened bottles of beer and wine originally purchased from the liquor store.
If returning unopened bottles of beer and/or wine, telephone the liquor store in advance to ensure that enough cash will be available to make the refund.
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.