For the most up-to-date information regarding this policy, please view the Provost's Page on Alcohol Guidelines.
Guidelines for Request to Serve Alcoholic Beverages on Campus
Last Updated: September 20, 2013Alcoholic beverages may not be served in campus facilities December 2, 2016
Guidelines to request an exception
The use of alcoholic beverages is prohibited on property and buildings owned by UT Austin unless an exception has been requested from and approved by the Provost's Office PRIOR the approved delegate(s) PRIOR to the event.The guidelines for
the type of events for which an exception may be approved are defined as activities having a broad developmental focus; some examples of approved exceptions are: an advisory council dinner or a reception for a donor, an opening of a building or an art/museum exhibit, an alumni gathering, or other developmental outreach-related event. Receptions held in conjunction with invited regional/national conferences and symposia hosted by the University must also request an exception for alcohol to be servedTo be approved, the event must be sponsored by the university. An event is sponsored if a budgeted office, department, or division, of the university is responsible for organizing the event, inviting attendees, and paying expenses related to the event, except when an outside entity pays for the food and beverages at the event. Meetings or events organized and presented by registered faculty, staff, or student organizations are not events sponsored by the university. See UT System Regents' Rules and Regulations, Rule 80102.
Activities which do NOT fall under the guidelines for an exception are retirement parties, birthday parties, holiday parties, staff, faculty, or student gatherings, or meetings or events organized and presented by registered faculty, staff, or student organizations.
If the exception is approved it will be made with the following conditions:
- The alcohol must be served by a caterer holding a valid TABC license to serve alcohol, and all pertinent laws regarding alcoholic beverages must be observed. No exceptions to these criteria will be made.
- The area where the alcohol is being served should be monitored to ensure that only invited guests participate in the event.
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Serving Alcohol at Non-licensed Venues including a Private Residence
- All pertinent laws, regent rules, and university policy regarding alcoholic beverages must be observed.
- It is advisable for an individual that is licensed by the Texas Alcoholic Beverage Commission (TABC) to serve the alcohol.
- The area where the alcohol is being served should be monitored to ensure that only invited guests participate in the event.
Expenses for alcohol may not be the primary expenditure submitted for reimbursement, that is, greater than the total food expense. Exceptions require justification documented on the OOEF and approval by the dean, vice president, or vice president equivalent. Official delegates may not approve these exceptions. Additional requirements for serving alcohol may be promulgated by the dean, vice president, or unit business officer.
Events that do not qualify for an exception may be booked within a facility with a license to serve alcohol, such as the Texas Union, AT&T Executive Education & Conference Center, UT Club, Ex-Student's Association, or Erwin Center.
https://financials.utexas.edu/hbp/part-9/1-1-entertainment-and-official-occasions-expenses
H. Approval to Serve Alcohol in Campus Facilities
Advance approval by an approved delegate is required to serve alcohol in campus facilities, including leased spaces. This approval must be submitted with the Official Occasion Expense Form. Vouchers will be rejected if a delegate’s prior approval has not been obtained. For more information, refer to the Request Exception to Serve Alcoholic Beverages at an Event on Campuspage.
To request approval to serve alcoholic beverages on campus, please submit the following information to COFA Delegates Cathy Kothlow, Cecilia Arias-Boze via email:
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