Washington State University
BUSINESS POLICIES AND PROCEDURES MANUAL

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Ordering Alcoholic Beverages

Alcoholic beverages may be purchased with University funds if established University and state of Washington procedures are followed.

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.

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.

Division of Student Affairs units or related student services units follow this procedure, but also obtain approval from Student Affairs before purchasing licenses/permits and beverages. Contact the CUB Administrative Office for Student Affairs' approval procedures.

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.

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.

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 and then describes how to purchase beverages.

State of Washington permits/licenses are required if alcoholic beverages are served at University events. Refer to a brochure published by the State of Washington Liquor Control Board for complete information. Brochures are available at the liquor store.

Complete the appropriate state of Washington form to obtain state approval to serve or sell liquor.

A Banquet Permit (Washington State Liquor Control Board Application and Banquet Permit) authorizes the service and consumption of liquor at a banquet or organized gathering in a public place or club at a specified date and place.

A Special Occasion License (Special License to Sell Beer, Wine or Spiritous Liquor at Special Occasion) authorizes a society or organization to sell alcoholic beverages at a special occasion on a specified date and place.

Purchase a separate Banquet Permit or Special Occasion License for each event at which alcoholic beverages are served.

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.

Purchase the Banquet Permit at least three days before the event.

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 Requisition to Purchasing Services.

The Controller's Office prepares a check for the permit and notifies the purchaser when the check is ready.

A WSU administrator or employee completes the permit application at the liquor store. The following information 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.

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.

The liquor store issues the Banquet Permit to the WSU unit. The unit displays the permit at the event.

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.

The Special Occasion License must be in the hands of the applicant before alcoholic beverages may be purchased for resale.

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.

A WSU administrator or employee completes the application at the liquor store. The following information 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 the 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)
• License Application (cont.) o 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)

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.

The liquor store issues the Special Occasion License to the WSU unit. The unit displays the license at the event.

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.)

Complete a Departmental Requisition. See 70.10. (Do not use a direct buy procedure, such as a Department Order or an existing blanket purchase order.)

NOTE: 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.

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.

Route the completed Departmental Requisition to Purchasing Services.

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.

Take the Purchase Order to the vendor and purchase the beverage.

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.

Prepare a State of Washington Invoice Voucher. (See 30.45.) Refer to the sample in the PDF version of page 70.29.7. 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.

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.)


• Enter the telephone number of an individual for Controller's Office personnel to contact when the check is ready.


• If the alcohol is to be used for cooking, so indicate.

Route the signed Invoice Voucher and the completed Departmental Requisition to Purchasing Services.

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.

Pick up the check from the Check Distribution Section of the Controller's Office.

Use the check to purchase the alcoholic beverages at the state liquor store.

After the event, remaining unopened bottles of alcoholic beverage originally purchased from the liquor store may be returned. 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 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.