Official Functions - L&S
Events Requiring Official Function Form
Primarily social component that substantially advances or contributes to the UW mission.
- Functions with parents or family members
- Inaugurations and investitures
- Functions with community leaders, prominent visitors, legislators, officials, leaders of education programs or other public or private institutions
- Functions with Board of Visitors
- Graduation events
- Functions for opening new facilities or dedication ceremonies
- Functions for officially recognized student groups
- Happy hour with a business purpose
- Tickets to an entertainment event
- Functions for employee recognition and morale/team building
- Employee retirement or separations with at least five years of service
- General appreciation events
- Award lunch for employees
- Holiday event (limit of one per semester)
- Board of Visitors, other philanthropic events and retirements held in private residences. (See Events in Private Residences)
Events NOT Requiring Official Function Form
UW business purpose that may have a limited social component, Must have documented business purpose to accompany all costs.
- Colloquium
- Academic speakers
- Job talk
- Job coaching for students
- Professional seminar
- Thesis presentations
- Teaching lunch
- Exam prep for students with lunch
- Student Award lunch to honor distinguished students
- Dinner with invited speaker is a business meal unless primarily social in nature
- Training sessions
- Reception before/after a speaker’s presentation
Recruiting - Faculty and Staff
Must have documented business purpose to accompany all costs.
- Travel expenses for the candidate – No Official Function form needed
- Travel expenses for spouse/partner/companion/family - Official Function form needed
- House hunting trip – Not allowed
- Business meal – No Official Function form needed
- Reception associated with presentation or lecture – No Official Function form needed
- Reception – Meet and Greet – Official Function form needed
- Gifts – Official Function form needed. Follow UW System Policy 330
Recruiting - Students
Must have documented business purpose to accompany all costs.
- Travel expenses for the candidate – No Official Function form needed
- Travel expenses for spouse/partner/companion or family- Not allowed
- Business meal – No Official Function form needed
- Reception for prospective students – Official Function form needed
- Activities that are primarily social in nature – Official Function form needed
- Gifts – Official Function form needed. Follow UW System Policy 330
Gifts Related to Employee Major Event
Official Function form is required for gifts for an employee's major life event, such as weddings, births or death in the family.
- Flowers, reasonable cost up to $150.00
- UW-logoed items less than $50.00
Events in Private Residences
As of April 2024, after discussions including risk management and central campus, L&S no longer allows UW events/functions to be held in private residences with few exceptions (see below). This guidance includes UW events/functions with or without costs. All efforts should be made to hold all events in spaces that are open to the public, with campus being the preferred location. If students will be present at an approved event, it will require Clery trained personnel to be in attendance. In the rare case that it is determined that there are no other options than to hold an event not listed as an exception in a private residence, the Department should reach out to Tina Nielsen, Associate Dean for Innovation and Strategy. Significant justification will be required to offset the risk.
Exceptions: Board of Visitors, other philanthropic functions and retirements. For these three exceptions, it should be noted on the Official Function form that the Board of Visitors, other philanthropic function or retirement will be held in a private residence, acknowledging that the owner of the private residence is aware of and accepts the increased liability.
The property owner is primarily responsible for any potential injuries or property damage to the guests and their personal property and could be held personally and financially liable for the cost of any related suit or damages. While many people may enjoy a more intimate environment of a private residence, others may not and may also be unable to express these feelings. Holding a position of influence over others may produce perceived obligations of attendance or certain behavior that is uncomfortable to a person.