Alcohol at University Events and Business Operations: Difference between pages

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Policy 106.1
: [[Main_Page|Table of Contents]]
== Purpose ==
::[[Business Operations |500 Business Operations]]
Appalachian State University’s policy on alcohol shall comport with the laws and regulations that govern the use or possession of alcohol that faculty, staff, students, alumni, and guests must comply with for events held at the University.
:::[[Accounting Introduction|501 Accounting]]
:::[[Bookstore|502 Bookstore]]
:::[[Cashier|503 Cashier]]
:::[[Central Warehouse|504 Central Warehouse]]
:::[[Food Services|505 Food Services]]
:::[[Payroll|506 Payroll]]
:::[[Facilities and Property Management|507 Facilities and Property Management]]
:::[[Post Office|508 Post Office]]
:::[[Purchasing|509 Purchasing]]
:::[[Travel and Transportation|510 Travel and Transportation]]
:::[[Printing and Publications|511 Printing and Publications]]


== Scope ==
== Introduction==
This policy applies to all events hosted on University property.


== Definitions  ==
Controller's Office
=== ABC Permit ===
Responsibilities - The Controller's Office is a division of Business Affairs primarily responsible for the recording, accounting, controlling and reporting of all University financial transactions subject to regulations and procedures established by the North Carolina Department of Administration and the North Carolina State Auditor's Office. All funds for the operation of the University's academic programs and support facilities, student aid programs, student support facilities, grant programs and any other funds directly related to the total mission of the University are administered through this office.
:any document, issued by the North Carolina Alcoholic Beverage Control Commission (“ABC Commission”), that authorizes the serving or selling of alcohol for a specific date and at a
particular location.


=== Alcohol or Alcoholic Beverages ===
The Office is organized into three major areas of responsibilities designated: State Funds Accounting, Special Funds Accounting, and Student Accounts. The three major areas are further divided into specific functional sections as outlined below:
:with respect to prohibitions stated in this policy, means "any beverage containing at least one-half of one percent (0.5%) alcohol by volume, including malt beverages, unfortified wine, fortified wine, spirituous liquor, and mixed beverages." With respect to provisions of this policy that allow possession or consumption of "alcohol" or "alcoholic beverages", those terms refer to beer or unfortified wine unless an ABC permit allowing service of fortified wine, spirituous liquor and mixed beverages has been issued.


=== Fortified Wine ===
State Funds Accounting
:means any wine, of more than sixteen percent (16%) and no more than twenty-four percent (24%) alcohol by volume, made by fermentation from grapes, fruits, berries, rice, or honey; or by the addition of pure cane, beet, or dextrose sugar; or by the addition of pure brandy from the same type of grape, fruit, berry, rice, or honey that is contained in the base wine and produced in accordance with the regulations of the United States.
Accounts Payable
Payroll
General Ledger Accounting and Budget Reporting
Current Operation Fund (Academic)
Student Auxiliaries (Auxiliary)
Institutional Auxiliaries (Trust Funds)
Debt Retirement Funds
Special Funds Accounting
Contracts and Grants Accounting
Capital Improvement Funds
Special Funds
Student Accounts
Cashier's Office
Student Accounts Receivable
Loans and Scholarships
Location - The Controller's Office is located in the Business Affairs Annex Building on the State Farm Road.


=== Malt Beverage ===
Assistance - If your specific question is not answered in this section of the RESOURCE MANUAL, contact the Controller's Office at 262-2110.
:means beer, lager, malt liquor, ale, porter, and any other brewed or fermented beverage containing at least one-half of one percent (0.5%), and not more than fifteen percent (15%), alcohol by volume.


=== Mixed Beverage ===
:means either of the following:
::A drink composed in whole or in part of spirituous liquor and served in a quantity less than the quantity contained in a closed package.
::A premixed cocktail served from a closed package containing only one serving.


=== Public or General Public ===
Budget Office
:means any person other than current employees, students or invited guests. [Invited guests are not members of the "public" or "general public" for purposes of State law and this policy.]
Responsibilities - The Budget Office is a division of Business Affairs reporting directly to the Associate Vice Chancellor for Administration. The primary responsibility of the Budget Office is to allocate and monitor all budgeted funds appropriated by the North Carolina General Assembly as directed by the Board of Governor's of the University of North Carolina System. All allocations are subject to mandates, regulations and procedures established by the North Carolina Office of State Budget, Planning and Management in compliance with the State of North Carolina General Statutes, the Office of the President of the University of North Carolina System and the State Controller's Office. Monitoring Auxiliary and Institutional Trust Funds is a secondary responsibility.


=== Serve ===
Location - The office, consisting of the Budget Director, an accountant and two accounting technicians, is located in the Office of the Vice Chancellor for Business Affairs, third floor, Suite 305, Dougherty Administration Building.
:means the act of trained University employees, contractors, volunteers or agents furnishing, selling, or giving alcoholic beverages to another person or persons.
=== Spirituous Liquor or Liquor ===
:means distilled spirits or ethyl alcohol, including spirits of wine, whiskey, rum, brandy, gin and all other distilled spirits and mixtures of cordials, liqueur, and premixed cocktails, in closed containers for beverage use regardless of their dilution.


=== Tailgating ===
Assistance - The goal of the Budget Office is to assist all areas of the University in developing a comprehensive spending plan to support the total mission of Appalachian State University. If your specific question is not answered in this section of the RESOURCE MANUAL, contact the Budget Office at (828) 262-6432.
:is defined as parking in a designated location or area and/or setting up non-permanent facilities (such as tents and tables) to consume food and beverages prior to an officially sanctioned University event to which the public is invited and the event has been approved for tailgating. If the Chancellor or the Chancellor’s designee pre-approves the consumption of alcohol for a specific tailgating event, only malt beverages and unfortified wine may be consumed by individuals twenty-one (21) years of age or older.


=== Unfortified Wine ===
Organizational Chart - Business Affairs
:means any wine of sixteen percent (16%) or less alcohol by volume made by fermentation from grapes, fruits, berries, rice, or honey; or by the addition of pure cane, beet, or dextrose sugar; or by the addition of pure brandy from the same type of grape, fruit, berry, rice, or honey that is contained in the base wine and produced in accordance with the regulations of the United States.
Business Affairs Office Organizational Structure


=== University ===
Larger version of above
:means Appalachian State University.


== Policy and Procedure Statements  ==
Organizational Chart - Budget Office


=== General Policy ===
Larger version of above


4.1.1 The University supports and complies with all state and federal laws that pertain to the use of alcohol. Under University policy, it is illegal for any person under the age of 21 to possess or consume alcoholic beverages, or for any person to provide alcohol to an intoxicated person or to anyone under the legal drinking age. Campus rules and regulations, while being consistent with local, state and federal laws, reflect the educational mission of the University. Notwithstanding the foregoing, North Carolina law permits licensed and ABC Permit holders to employ persons eighteen (18) years or older to prepare, serve, dispense or sell any alcoholic beverages, including mixed beverages pursuant to their employment duties [https://www.ncleg.net/EnactedLegislation/Statutes/HTML/BySection/Chapter_95/GS_95-25.5.html N.C.G.S. § 95-25.5(j)(2))].
Description of Functional Areas
State Funds Accounting
The character and purpose of State Funds Accounting can best be explained by the following statements of its particular objectives, functions, and responsibilities:


4.1.2 Persons who provide alcoholic beverages to anyone who is not of legal drinking age are in violation of North Carolina law and University policies and may be subject to both criminal prosecution and University disciplinary action. They may also be liable for personal injuries or property damages resulting from acts committed by intoxicated persons, whether underage or otherwise.  
Checks and reviews all procurements to insure that correct code numbers are used, that there is adequate budget amounts, and proper authorization.
Reviews and pays all purchase orders, invoices, travel advances and reimbursements, and memo requests for payment as accurately and expediently as possible.
Prepares and pays sales tax reports for all University reporting units.
Prepares voucher registers and posts all accounting data from voucher registers, receipts journal, adjustments journals and registrations.
Transmits all accounting data to the Computer Center for processing.
Prepares and distributes monthly budget and accounting reports to the Division of State Budget.
Prepares and distributes monthly budget and accounting reports to all University departments.
Prepares and distributes the University payrolls.
Prepares and submits all required payroll reports to the Internal Revenue Service, North Carolina Department of Revenue, North Carolina Public Employees Social Security System, and other agencies for which reports are generated from the Payroll System.
Provides assistance and guidance in accounting matters for all University areas.
Distributes travel reimbursement and advance travel checks.
Special Funding Accounts
The Special Funds Accounting section of the Controller's Office is designed to receive and account for "special" funds coming to the University which are not in direct support of the academic and auxiliary areas. The following is a list of these accounts and their functions. Most of these funds are on deposit with the State Treasurer's Office as University Trust Funds.


4.1.3 Members of the University community who choose to drink will be held responsible for their behavior while under the influence of alcohol. Loss of control due to intoxication in no way excuses or justifies violation of state law, University regulations, or the rights of others. See  [https://policy.appstate.edu/Drugs_and_Alcohol Policy 106 Drugs and Alcohol] and [https://policy.appstate.edu/Employee_Abuse_of_Alcohol_and_Other_Drugs Policy 602.3 Employee Abuse of Alcohol and Other Drugs] in the University Policy Manual and information provided by the [https://studentconduct.appstate.edu/pagesmith/15 Office of Student Conduct].  
Special Grants Accounts
These accounts are used to receive, disburse and account for all State, local, and private grants, contracts, and special programs operated by the University for the academic areas. It also includes those service awards for the University and regional community.


4.1.4 Except as otherwise expressly provided in this policy, possession or use of alcoholic beverages on University property is prohibited, unless specifically approved in writing by the Chancellor or the Chancellor's designee (e.g., the Director of Athletics for events falling within his/her jurisdiction, or the appropriate Vice Chancellor for events hosted by University departments, divisions, or entities reporting to that Vice Chancellor), or their respective designees. The Chancellor or the Chancellor’s designee shall pre-approve any event held on campus and establish procedures for approval of alcoholic beverage service, provided, that use of the facility must be approved and scheduled prior to approval of alcohol use for a specific event. The Approval shall be in the form of the “Request for Approval: Events Involving Possession or Consumption of Alcoholic Beverages on Campus”, hereinafter “Request for Approval” ([https://businessaffairs.appstate.edu/forms See Alcohol Permission Form)].
Consolidated Funds
These accounts are necessary to account for the miscellaneous activities throughout the University which generate revenue. Some accounts in this category serve as clearing accounts for funds channeled through the University temporarily. A complete accounting system is maintained on each account.


=== Events Requiring Approval ===
Department of Education Funded Grants
4.2.1 Events requiring approval fall into one of the following categories:
This account acts as a clearing account to receive, transfer, and account for all funds coming to the University from the Department of Education. The account receives its funds from the ACH/EFT payment method through the Department of Education Payment Management System.
#Malt beverages and/or unfortified wine will be served but not sold to guests (including members of the public). Neither fortified wine nor spirituous liquor will be served or sold. No ABC Permit shall be necessary for the event.
#A BYOB event, at which individuals may not enter or participate with more than a six-pack of 12 oz containers of beer or wine coolers (72 oz) or 750 ml of unfortified wine. Individuals may not enter or participate with spirituous liquor or fortified wine. No ABC Permit shall be necessary.
#Spirituous liquor and/or fortified wine will be served but not sold to invited guests at a reception, party, or other special occasion held on campus by a third party. The third party seeking to use a University facility for such a special occasion must obtain a Limited Special Occasion Permit issued by the ABC Commission.
#Malt beverages, unfortified wine, or fortified wine will be sold at a single fund-raising event of the University. A Special One-Time Permit issued by the ABC Commission shall be necessary.
#Brown-bagging (allowing each patron to bring up to eight liters of fortified wine or spirituous liquor, or eight liters of the two combined, onto the premises and to consume those alcoholic beverages on the premises) will be permitted at a single fund-raising event of the University. A Special One-Time Permit issued by the ABC Commission shall be necessary.
#Wine, malt beverages, and/or spirituous liquor will be served but not sold to patrons at a ticketed event held to allow the University to raise funds. A Special One-Time Permit issued by the ABC Commission shall be necessary.


4.2.2 ABC Permit Required.  For any event listed above where an ABC Permit is required, approval of the event is contingent upon the receipt of such a permit prior to the event.
Health and Human Services Funded Grants
This account acts as a clearing account to receive, transfer, and account for all funds coming to the University from the Department of Health and Human Services. The account receives its funds through the Department of Health and Human Services centralized Payment Management System.


=== Alcohol Approval Process ===
Appalachian State University Endowment Fund
4.3.1 Any University event that includes alcoholic beverages must be approved in advance by the Vice Chancellor for Business Affairs or his/her designee. The Vice Chancellor for Business Affairs will coordinate with other Vice Chancellors, the Provost & Executive Vice Chancellor or the Athletics Director as appropriate for events hosted by other campus divisions.
This account is necessary to account for the funds transferred from the University Bookstore, New River Light and Power Company and Appalachian State University Foundation, Inc., to be used for student scholarships.
4.3.2 The host must submit the Request for Alcohol Approval form to the Business Affairs Office no less than ten (10) business days prior to the event date.  


4.3.3 The advisor for a Recognized Student Organization seeking to host an event that includes alcoholic beverages shall submit the Request for Alcohol Approval form on behalf of the Recognized Student Organization. The advisor must certify on the form that the advisor has supervised the planning of the event and will be present for the entire event.
Advanced Tuition Deposit
This is a holding account necessary to receive the required deposits for both housing and subsistence from students who plan on entering the University at some future date.


4.3.4 Event participants shall only consume alcoholic beverages within the approved area designated for the event in the Request for Alcohol Approval form.
Capital Improvements
This account is necessary to account for the funds from State appropriations and other sources for projects designated as a capital improvement or an expansion of the physical plant.
4.3.5 University Food Services staff shall serve all alcoholic beverages at any approved event unless the event host applies for and receives an Off-Campus Catering Permit prior to the event.  Any event organizer may request an Off-Campus Catering Permit by completing the Off-Campus Catering Permit form and submitting the form to the University’s Food Services Division.


4.3.6 The University’s Food Services staff shall be responsible for ensuring any individual consuming alcoholic beverages at an approved event provides proper identification indicating they are at least 21 years of age. Proper identification shall be limited to a government issued picture ID displaying date of birth of the individual.
Special Funds Accounting is charged with the responsibility for reporting the activity of these funds to the appropriate sources and to help assure that these funds are used in the best interest of the University and within the original intent.
4.3.7 Event participants shall not aid or encourage anyone under the age of 21 to possess or consume alcoholic beverages.


=== Legends and Plemmons Student Union ===
Student Accounts
4.4.1 The use and consumption of alcoholic beverages at Legends or the Plemmons Student Union shall conform to applicable law. Events conducted at Legends or the Plemmons Student Union under the supervision of Student Affairs staff are not subject to the Request for Approval requirements of this policy.  
The Student Accounts Section consists of the Cashier's Office and the Loans and Scholarships section.


=== Performing Arts Centers ===
Cashier's Office
4.5.1 Although State law generally forbids the issuance of a "permit for the sale of malt beverages, unfortified wine, or fortified wine on the campus or property of a public school or college," the statute provides an exception permitting "constituent institutions of The University of North Carolina" to obtain a permit allowing "the sale of beer and wine at performing arts centers located on property owned or leased by the institutions if the seating capacity does not exceed 2,000 seats." The Chancellor has designated the following as performing arts centers for purposes of this statute: The Schaefer Center for the Performing Arts, Rosen Concert Hall, Valborg Theater, and the Turchin Center. Each performing arts center intending to sell malt beverages or unfortified wine must obtain an "On-Premises Malt Beverage Permit" and/or an "On-Premises Unfortified Wine Permit," depending on which alcoholic beverage is to be sold. In addition, spirituous liquor may not be sold at a performing arts center. For events at which an ASU performing arts center will sell malt beverages or unfortified wine pursuant to an On-Premises Malt Beverage Permit or an On-Premises Unfortified Wine Permit, such events are not subject to the Request for Approval requirements of this policy.
The Cashier's Office is responsible for the receipting and depositing of all University related funds. The objective is to insure that monies due to or belonging to the State are received and accounted for in a manner which assures a complete and adequate record of each transaction and assures monetary control over the receiving function.
The operation of the Cashier's Office is designed to aid the University in handling receipts as required by statute and to supply necessary information to the State Treasurer and the State Disbursing Officer.
=== Residence Halls ===
Student and faculty/staff accounts receivable for all charges other than Loans and Scholarships are maintained in this office.
4.6.1 Only persons twenty-one (21) years of age or older may possess alcoholic beverages in their own residence hall rooms or in rooms where they are invited guests and the host is at least twenty-one (21) years of age. Housing & Residence Life has adopted restrictions on the amounts of alcoholic beverages that residents who are twenty-one (21) years of age or older may bring into a residence hall or maintain in their residence hall rooms. Guests, regardless of age, may not bring alcoholic beverages into residence halls.
Loans and Scholarships Section
This section houses and maintains all fiscal records for the NDEA/NDSL Perkins Fund, Appalachian State University Student Loan Fund, Appalachian State University Scholarship Fund, Appalachian State University Funds on Deposit, College Work Study, PELL, and S.E.O.G. programs.
In addition to the normal bookkeeping activities, Loans and Scholarships is responsible for direct contact with students, former aid recipients, collection agency representatives, Department of State Auditors, Department of Justice and program officers for the Department of Health, Education and Welfare.
This section is responsible for all activities involved in issuing checks and ultimately collecting repayments.
Description of Budget Function
The character and purpose of Budget Administration can be explained by the following statements of its objectives and functions:


=== Yosef Club Hospitality Events ===
Coordinate and prepare the biennial Continuation Budget and Expansion Budget.
4.7.1 The sale, use, and consumption of alcoholic beverages at the Yosef Club Hospitality Events shall conform to applicable law. Because the Yosef Club operates under an ABC permit, a Yosef Club Hospitality Event is not subject to the Request for Approval requirements of this policy.
Prepare quarterly allotments for the expenditure/receipt of State Funds and submit to the Office of State Budget and Management.
Prepare Quarterly Cash Requirement Worksheets and submit to the State Controller's Office.
=== Athletics Complex at Kidd Brewer Stadium ===
Work with all divisions of the University to distribute and maintain their budgets.
'''Club Level'''
Monitor departmental budgets to prevent over spending.
 
Notify departments of any over expended/over encumbered budget pools/objects within their departmental account.
4.8.1 Alcoholic beverages (malt beverages and unfortified or fortified wine) will be made available for purchase for individuals over twenty-one (21) years of age on the club level of the Athletics Complex during publicly ticketed events. Appropriate permits must be obtained from the ABC Commission for alcohol to be present during events. A Request for Approval form must be completed prior to any non-football game events.
Process all internal budget adjustments and flexibility budget revisions and maintain the Online Budget Transfer System.
 
Prepare budget revisions for approval by the Office of State Budget and Management.
'''Suite Level'''
Maintain the University (Payroll) Position Management System to monitor lapsed salaries and Salary reserves.
 
Prepare special reports at the request of the General Administration of the University of North Carolina System, the North Carolina General Assembly-Fiscal Research Office, Office of State Budget and Management and other offices within the University.
4.8.2 Suite holders may bring their own unfortified wine, fortified wine, spirituous liquor and malt beverages into their suite for football games. Suite holders will be allowed to access their suites on the Friday prior to home football games by arrangement with Athletics Department staff. No alcohol may be brought into the Athletics Complex on game day. Suite holders are responsible for controlling distribution of alcoholic beverages to their guests and for ensuring that individuals consuming alcohol are over twenty-one (21) years of age.
Administer State Information Processing Services (SIPS) Resource Access Control (RACF) Security.
 
Establish new departmental accounts as required.
=== Responsibilities of Sponsors or Hosting Organizations for On-Campus Events Where Alcoholic Beverages are Allowed ===
Maintain the database of organizational structure for various reporting.
4.9.1 All University students, employees, units and recognized organizations hosting activities, events, and programs where possession or consumption of alcohol is to be allowed must complete the Request for Approval, unless the event is to be held at Legends, the BICC, or another facility (such as a performing arts center) operating under its own ABC Permit, and comply with the following requirements:
#Any participant who consumes alcoholic beverages at such events must produce for University officials, upon request, a valid driver's license or other photographic identification that reflects the person's age.
#All recognized University clubs, organizations, departments, and officially sanctioned activities must abide by all laws and policies of the State of North Carolina and the University.
#Hosts must ensure that only individuals twenty-one (21) years of age possess or consume alcoholic beverages and that intoxicated individuals are not served alcohol. Also, only persons eighteen (18) years of age or older may be employed to serve, dispense or sell alcoholic beverages, including mixed beverages, pursuant to their employment duties.
#Individuals may not enter or participate in a BYOB event on campus with more than a six-pack of 12 oz containers of beer or wine coolers (72 oz) or 750 ml of unfortified wine. Neither spirituous liquor nor fortified wine is permitted at a BYOB event. Facility managers may adopt more stringent limitations for specific events.
#Except as otherwise required by law, regulation or ordinance, no University student or employee shall be denied access to any benefit or opportunity that the University provides on the basis of age. The University wishes to ensure that no University student or employee shall be prohibited from attending an event or participating fully in the program benefits offered, within the limits of the law, solely on the basis of his or her age. University units and recognized organizations are responsible for arranging supervision of an event where alcohol is served to assure access for all eligible participants, and that no underage consumption of alcoholic beverages occurs.
#Drinking games or other activities that encourage excessive consumption of alcohol will not be tolerated and are prohibited.
#Alternative beverages must be available at each event in sufficient quantities for those participants who cannot legally drink and for those who choose not to drink alcoholic beverages.
#A sufficient amount of food products (based upon number of participants) must be available at all times.
#Adequate restroom facilities are required and must be in close proximity to these events.
#A copy of the completed Request for Approval must be delivered to the University Police at least seventy-two (72) hours in advance. When the nature and size of the event require greater than normal staffing on a given date, as determined in the sole discretion of the University Police Chief or that official's designee, the sponsor or host will be required to pay the expense of University Police officers to be in attendance.
#It is the responsibility of the University departments as well as the organizations' sponsors and/or advisors to inform their constituents of North Carolina law and University Policy in regard to events where alcohol is allowed. It is also the responsibility of sponsors to recognize their individual and/or group liability if violations of state law or University policy occur.
#Non students and/or guests of members of the community are subject to all state laws and University policies while on University premises. Failure to abide by the laws and policies may result in a state citation and/or appropriate disciplinary action by the University.
#Except as otherwise specified herein, this policy applies to all on-campus University functions at which alcohol is served or consumed, including faculty, staff, student, athletic, alumni, and other University events.
 
4.9.2 The Chancellor or the Chancellor’s designee may supplement these requirements upon assessment of the special circumstances of a specific event.
=== Advertisement/Solicitation for Events Involving Alcoholic Beverages On-or Off-Campus ===
4.10.1 All University units and recognized organizations that advertise events or activities where alcoholic beverages will be consumed will adhere to the following requirements:
 
4.10.2 As stated above, if an event at which alcoholic beverages are sold is open to the general public, an ABC Permit issued by the North Carolina ABC Commission is required. Advertisement of such events in publicly accessible media will designate which alcoholic beverages may be sold pursuant to the appropriate ABC Permit;
4.10.3 Drinking will not be promoted or glamorized;
 
4.10.4 Advertisements will clearly support the 21 year old legal age limit as established by North Carolina law;
 
4.10.5 When advertising events where alcohol will be consumed, only the theme or the purpose of the event is to be emphasized. While the availability of alcoholic beverages at the event may be stated, it is not to be emphasized. Announcements for an approved BYOB event must specify the limitations on alcohol that may be brought into the facility (e.g., a six-pack of 12 oz containers of beer or wine coolers (72 oz) or 750 ml of unfortified wine);
 
4.10.6 Each department within the University that engages in advertisement and sponsorship of clubs and organizations will be responsible for understanding and implementing this policy; and
 
4.10.7 Each department will establish a mechanism for review of alcohol advertising and will assure that guidelines are met.
 
=== Special Provisions Concerning Tailgating ===
4.11.1 Tailgating at University events, including tailgating involving alcoholic beverages, may be conducted only in accordance with the University’s Tailgating Policy - [https://policy.appstate.edu/Tailgating Policy #106.2].  This policy specifies the locations, times, and other conditions under which tailgating is permitted.
 
4.11.2 Appalachian State University does not sanction the consumption or possession of alcoholic beverages by underage persons; nor does it sanction the violation of federal, state, or local law.
 
=== Sanctions ===
4.12.1 Individuals or event organizers who fail or refuse to comply with the requirements of this policy may be subject to legal sanctions and/or University discipline, as appropriate.  
 
4.12.2 Any individual who violates the law or any University policy while intoxicated shall be fully responsible for his or her action and the consequences thereof.
4.12.3 The University shall not permit any Sponsor or Hosting Organization that does not comply with the requirements of this policy to apply to host events where alcoholic beverages are served in the future.
 
=== Exceptions ===
4.13.1 The Chancellor reserves the right to change, alter, or grant exceptions to this policy to best fulfill the mission, purpose, and processes of the University.
 
== Additional References ==
:[https://businessaffairs.appstate.edu/forms Alcohol Permission Form]
:[https://foodservices.appstate.edu/sites/foodservices.appstate.edu/files/catering_permit_app-state_3.2.v2.pdf Off-Campus Catering Permit Form]
:[http://policy.appstate.edu/Tailgating Tailgating Policy (Policy 106.2)]
:[http://policy.appstate.edu/Student_Abuse_of_Alcohol_and_Other_Drugs Student Abuse of Alcohol and Other Drugs (Policy 401.3)]
:[http://policy.appstate.edu/Employee_Abuse_of_Alcohol_and_Other_Drugs Employee Abuse of Alcohol and Other Drugs (Policy 602.3)]
 
== Authority ==
:[https://www.ncleg.net/EnactedLegislation/Statutes/HTML/BySection/Chapter_95/GS_95-25.5.html North Carolina General Statutes, §§ 18B 101, et.seq., § 95-25.5(j)(2)]
:[http://reports.oah.state.nc.us/ncac.asp?folderName=\Title%2014B%20-%20Public%20Safety\Chapter%2015%20-%20Alcoholic%20Beverage%20Control%20Commission North Carolina Administrative Code, Chapter 15, § 15A.0101, et.seq.]
:[http://library.amlegal.com/nxt/gateway.dll/North%20Carolina/boone_nc/townofboonenorthcarolinacodeofordinances?f=templates$fn=default.htm$3.0$vid=amlegal:boone_nc Town of Boone, NC Code of Ordinances, Title XII: General Offenses, Chapter 130, § 130.15; § 130.16, § 130.17, § 130.18, and § 130.99.]
:[https://www.nccu.edu/formsdocs/proxy.cfm?file_id=3561 The UNC Policy Manual, Chapter 100.1, The Code, Section 502]
 
== Contact Information ==
:University Police Department – (828) 262-2150
:Office of General Counsel – (828) 262-2751
:Business Affairs – (828) 262-2030
:University Food Services – (828) 262-3061
 
== Original Effective Date ==
:August 2, 2006
 
== Revision Dates ==
:June 25, 2007
:July 16, 2009
:December 5, 2012
:September 30, 2015
:August 29, 2018
[[Category:Contents]]
[[Category:Governance and Administration]]
[[Category:Drugs and Alcohol]]

Revision as of 14:46, 14 March 2011

Table of Contents
500 Business Operations
501 Accounting
502 Bookstore
503 Cashier
504 Central Warehouse
505 Food Services
506 Payroll
507 Facilities and Property Management
508 Post Office
509 Purchasing
510 Travel and Transportation
511 Printing and Publications

Introduction

Controller's Office Responsibilities - The Controller's Office is a division of Business Affairs primarily responsible for the recording, accounting, controlling and reporting of all University financial transactions subject to regulations and procedures established by the North Carolina Department of Administration and the North Carolina State Auditor's Office. All funds for the operation of the University's academic programs and support facilities, student aid programs, student support facilities, grant programs and any other funds directly related to the total mission of the University are administered through this office.

The Office is organized into three major areas of responsibilities designated: State Funds Accounting, Special Funds Accounting, and Student Accounts. The three major areas are further divided into specific functional sections as outlined below:

State Funds Accounting Accounts Payable Payroll General Ledger Accounting and Budget Reporting Current Operation Fund (Academic) Student Auxiliaries (Auxiliary) Institutional Auxiliaries (Trust Funds) Debt Retirement Funds Special Funds Accounting Contracts and Grants Accounting Capital Improvement Funds Special Funds Student Accounts Cashier's Office Student Accounts Receivable Loans and Scholarships Location - The Controller's Office is located in the Business Affairs Annex Building on the State Farm Road.

Assistance - If your specific question is not answered in this section of the RESOURCE MANUAL, contact the Controller's Office at 262-2110.


Budget Office Responsibilities - The Budget Office is a division of Business Affairs reporting directly to the Associate Vice Chancellor for Administration. The primary responsibility of the Budget Office is to allocate and monitor all budgeted funds appropriated by the North Carolina General Assembly as directed by the Board of Governor's of the University of North Carolina System. All allocations are subject to mandates, regulations and procedures established by the North Carolina Office of State Budget, Planning and Management in compliance with the State of North Carolina General Statutes, the Office of the President of the University of North Carolina System and the State Controller's Office. Monitoring Auxiliary and Institutional Trust Funds is a secondary responsibility.

Location - The office, consisting of the Budget Director, an accountant and two accounting technicians, is located in the Office of the Vice Chancellor for Business Affairs, third floor, Suite 305, Dougherty Administration Building.

Assistance - The goal of the Budget Office is to assist all areas of the University in developing a comprehensive spending plan to support the total mission of Appalachian State University. If your specific question is not answered in this section of the RESOURCE MANUAL, contact the Budget Office at (828) 262-6432.

Organizational Chart - Business Affairs Business Affairs Office Organizational Structure

Larger version of above

Organizational Chart - Budget Office

Larger version of above

Description of Functional Areas State Funds Accounting The character and purpose of State Funds Accounting can best be explained by the following statements of its particular objectives, functions, and responsibilities:

Checks and reviews all procurements to insure that correct code numbers are used, that there is adequate budget amounts, and proper authorization. Reviews and pays all purchase orders, invoices, travel advances and reimbursements, and memo requests for payment as accurately and expediently as possible. Prepares and pays sales tax reports for all University reporting units. Prepares voucher registers and posts all accounting data from voucher registers, receipts journal, adjustments journals and registrations. Transmits all accounting data to the Computer Center for processing. Prepares and distributes monthly budget and accounting reports to the Division of State Budget. Prepares and distributes monthly budget and accounting reports to all University departments. Prepares and distributes the University payrolls. Prepares and submits all required payroll reports to the Internal Revenue Service, North Carolina Department of Revenue, North Carolina Public Employees Social Security System, and other agencies for which reports are generated from the Payroll System. Provides assistance and guidance in accounting matters for all University areas. Distributes travel reimbursement and advance travel checks. Special Funding Accounts The Special Funds Accounting section of the Controller's Office is designed to receive and account for "special" funds coming to the University which are not in direct support of the academic and auxiliary areas. The following is a list of these accounts and their functions. Most of these funds are on deposit with the State Treasurer's Office as University Trust Funds.

Special Grants Accounts These accounts are used to receive, disburse and account for all State, local, and private grants, contracts, and special programs operated by the University for the academic areas. It also includes those service awards for the University and regional community.

Consolidated Funds These accounts are necessary to account for the miscellaneous activities throughout the University which generate revenue. Some accounts in this category serve as clearing accounts for funds channeled through the University temporarily. A complete accounting system is maintained on each account.

Department of Education Funded Grants This account acts as a clearing account to receive, transfer, and account for all funds coming to the University from the Department of Education. The account receives its funds from the ACH/EFT payment method through the Department of Education Payment Management System.

Health and Human Services Funded Grants This account acts as a clearing account to receive, transfer, and account for all funds coming to the University from the Department of Health and Human Services. The account receives its funds through the Department of Health and Human Services centralized Payment Management System.

Appalachian State University Endowment Fund This account is necessary to account for the funds transferred from the University Bookstore, New River Light and Power Company and Appalachian State University Foundation, Inc., to be used for student scholarships.

Advanced Tuition Deposit This is a holding account necessary to receive the required deposits for both housing and subsistence from students who plan on entering the University at some future date.

Capital Improvements This account is necessary to account for the funds from State appropriations and other sources for projects designated as a capital improvement or an expansion of the physical plant.

Special Funds Accounting is charged with the responsibility for reporting the activity of these funds to the appropriate sources and to help assure that these funds are used in the best interest of the University and within the original intent.

Student Accounts The Student Accounts Section consists of the Cashier's Office and the Loans and Scholarships section.

Cashier's Office The Cashier's Office is responsible for the receipting and depositing of all University related funds. The objective is to insure that monies due to or belonging to the State are received and accounted for in a manner which assures a complete and adequate record of each transaction and assures monetary control over the receiving function. The operation of the Cashier's Office is designed to aid the University in handling receipts as required by statute and to supply necessary information to the State Treasurer and the State Disbursing Officer. Student and faculty/staff accounts receivable for all charges other than Loans and Scholarships are maintained in this office. Loans and Scholarships Section This section houses and maintains all fiscal records for the NDEA/NDSL Perkins Fund, Appalachian State University Student Loan Fund, Appalachian State University Scholarship Fund, Appalachian State University Funds on Deposit, College Work Study, PELL, and S.E.O.G. programs. In addition to the normal bookkeeping activities, Loans and Scholarships is responsible for direct contact with students, former aid recipients, collection agency representatives, Department of State Auditors, Department of Justice and program officers for the Department of Health, Education and Welfare. This section is responsible for all activities involved in issuing checks and ultimately collecting repayments. Description of Budget Function The character and purpose of Budget Administration can be explained by the following statements of its objectives and functions:

Coordinate and prepare the biennial Continuation Budget and Expansion Budget. Prepare quarterly allotments for the expenditure/receipt of State Funds and submit to the Office of State Budget and Management. Prepare Quarterly Cash Requirement Worksheets and submit to the State Controller's Office. Work with all divisions of the University to distribute and maintain their budgets. Monitor departmental budgets to prevent over spending. Notify departments of any over expended/over encumbered budget pools/objects within their departmental account. Process all internal budget adjustments and flexibility budget revisions and maintain the Online Budget Transfer System. Prepare budget revisions for approval by the Office of State Budget and Management. Maintain the University (Payroll) Position Management System to monitor lapsed salaries and Salary reserves. Prepare special reports at the request of the General Administration of the University of North Carolina System, the North Carolina General Assembly-Fiscal Research Office, Office of State Budget and Management and other offices within the University. Administer State Information Processing Services (SIPS) Resource Access Control (RACF) Security. Establish new departmental accounts as required. Maintain the database of organizational structure for various reporting.

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