Event Expenditure Details

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Event

  1. Organizations must register all events with The SOURCE well in advance of the event date to allow for approvals.
  2. Food must be cultural food associated with an event intended to educate students about that specific culture and purchased from a restaurant or approved caterer on the UA Participating Caterers list.
  3. Guest speakers: payment may include transportation and lodging for speaker (or speaker fee). Payment must be processed via the UA Contract Management process. Independent Contractor approval must be requested, and a Professional Service Agreement must be executed at least three weeks prior to the event date
  4. Musicians, bands, DJs, photographers, videographers: Payment must be processed via the UA Contract Management process. Independent Contractor approval, Professional Services Agreement and/or UA Contract approval must be executed at least three weeks prior to the event date. If a UA student is contracted for these services, the student must have a valid business.
  5. Venue rental: includes on and off-campus venue rental fees. If there is a venue rental agreement, the agreement must be routed though the UA Contract Management Process for UA signatures; Approval must be executed three weeks prior to the event date.
  6. Equipment rental: Funding allocated for the rental of equipment is subject to UA Purchasing Policies and UA Risk Management Policies. If a contract is to be executed, it must be signed and approved through the UA Contract Management process.

Please allow 2-3 weeks for UA contract processing and approval.

Please note, the items below are not inclusive of all allowable or prohibited expenses.

Allowable Expenses

  • Venue rentals
  • Miscellaneous rentals
  • Guest speakers, musicians, DJ, band, photographer and/or videographer (with appropriate paperwork completed)
    • PSA, contracts and Independent Contract forms must be approved no less than three weeks prior to the event.
  • Decorations
  • Cultural food (from a UA approved caterer) for a cultural event (in which the food is meant to educate students about a specific culture)
  • Supplies that are expendable or not re-usable.

Prohibited Expenses

  • Food NOT meant to educate students about a specific culture
  • Any type of fundraising activities
  • Holiday decorations
  • Charitable contributions
  • Gifts of any kind
  • Venue costs associated with any banquet or celebratory event which is not open to ALL UA students
  • Alcoholic beverages, bartender and/or corkage fee
  • Venue that is primarily a bar
  • Events located at a private residence
  • Social registration fees
  • Political campaign/lobbying
  • Professional service fees associated with contracts/ agreements not submitted for execution by UA officials prior to the event date
  • Events that are purely social in nature.