Washington State University
BUSINESS POLICIES AND PROCEDURES MANUAL

PURCHASING
70.29
Revised 6-10
Purchasing Services
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.

Funding

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

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:

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 PERMITS/LICENSES

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.)

Permit to Serve Liquor

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:

For further information, see the Banquet Permits Information Brochure. See above.

License to Sell Liquor

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:

Draft beer dispensing equipment;
Advertising services;
Wine pouring or dispensing services at tasting exhibitions; or
Event judging.

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:

http://www.liq.wa.gov/stores/find-store

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:

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.

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:

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.

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:

http://www.liq.wa.gov/stores/find-store

For non-Pullman requesters, also enter the department's campus building and room number or mailing address.

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.

UNUSED ALCOHOLIC BEVERAGES

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.