PERMISSION TO POSSESS/USE ALCOHOLIC BEVERAGES
The Permission to Possess/Use Alcoholic Beverages fill and print form (located on Guru or the Risk Management Office website under the tab “FORMS) is for acquiring permission to possess or use alcoholic beverages in accordance with Policy AD18. Permission must be acquired 30 days before the scheduled activity from the requesting department’s budget executive, Financial Officer (FO), the facility coordinator for the event location, and either the University Risk Officer (University Park locations) or Chancellor (Non-University Park locations). After the Permission to Possess/Use Alcoholic Beverages form is completed and the required signatures obtained, it can be scanned and emailed (along with any other required attachments) to the new centralized email address at the Risk Management Office: firstname.lastname@example.org. (Please do not email the forms directly to an individual in the Risk Management Office.) A blank form may still be printed and completed manually. The fill and print version or the manually completed version may be faxed to Risk Management at 814-865-4029.
- Activity – Enter the name of the event (reception, dinner, etc.) where the alcohol will be served.
- Date of Event – Enter the date of the event. The format is mm/dd/yyyy.
- Starting Time - Enter the starting time of the event. Please be advised that alcoholic beverages are never permitted to be served prior to 3 p.m. on a business day. See Policy FN10 - Other Business Expenses and Activities.
- Ending Time – Enter the ending time of the event.
- Location – Enter the event location including the building name. If the event will not be held at University Park, list the name of the Commonwealth Campus or other location. A Permission to Possess/Use Alcoholic Beverages form must be completed for any University-sponsored events that are held ON CAMPUS (either at University Park or at a Commonwealth Campus). A Permission to Possess/Use Alcoholic Beverages form must also be completed for OFF CAMPUS events that are not held at a hotel, restaurant, or other facility that is licensed to serve alcohol (including events held at personal residences). In addition, a “Hosted Event Report” is to be completed AFTER an event has been held at the home of a Senior Leader* at which alcoholic beverages have been served. If event will not be held at University Park, list the name of the Commonwealth Campus or other location.
Hosted Event Report form - events held at private residences are not covered by University insurance, with the exception of specifically-designated Senior Leaders.* The “Hosted Event Report” form can be requested from any Financial Officer. After obtaining the required signatures, the Hosted Event Report form is to be submitted to the University Risk Officer, Risk Management Office, 103 Rider Building.
*Senior Leaders for the Hosted Event Report form are defined as follows: College Deans, Vice Presidents, Chancellors, and the Senior Associate Vice President of Development & Alumni Relations at the University Park Campus.
- Sponsoring Unit – Enter the academic college or department, University division, or the individual Commonwealth Campus that is sponsoring the event.
- Unit Budget Executive – Enter the name of the Unit Budget Executive. For the Permission to Possess/Use Alcoholic Beverages form, only the following positions are considered “Unit Budget Executives: University President, Executive Vice President & Provost, Senior Vice President, Vice President, Vice Provost, College Dean (including the University Park Athletic Director), or Campus Chancellor. At the Penn State Hershey Medical Center, the only person considered to be a “Unit Budget Executive” is the Chief Executive Officer/Dean of the College of Medicine.
- Attending – Alcoholic beverages may be provided at employee-only events and paid for with unrestricted gift funds only if the Unit Budget Executive is both SPONSORING AND ATTENDING the event. Otherwise, an exception must be granted by the Office of the Corporate Controller (for University Park events) or by the Vice President for Commonwealth Campuses (for Commonwealth Campus events). The written exception approval must be submitted with the Permission to Possess/Use Alcoholic Beverages form. Select Yes or No if the Unit Budget Executive will be attending.
- Employees – Are all other attendees PSU employees? Select Yes or No
- Person Submitting the Form – Enter the name of the person submitting the form
- Email – Enter the email address of the person submitting the form.
- Person in Charge – Enter the name of the person in charge at the event (if different than
- Person in Charge Phone – Enter the phone number (including the area code) of the cell phone that the Person in Charge at the event will have with them at the event. On the signature line at the bottom of the form, be sure to include the email address as well.
- Funds – select one of the following categories to indicate who will be paying for or supplying the alcohol for the event:
Access - indicate if attendance at the event will be limited by one of the following categories: Invitation Only, Prepaid Registration, Pay at the Door (Admission Tickets), Open to the Public, or Cash Bar.
- Attendee - any person attending the event who is actually paying for the alcohol (i.e., via a registration fee, “paying at the door”, or by cash bar).
- External Group or Individual - name of a business sponsor, charity group, or an individual who is paying for the alcohol.
- Internal Unit - name of the college, department, or Commonwealth Campus that is paying for the alcohol. Internal Units must provide the BUDGET and FUND account numbers that will be charged for the alcohol (only unrestricted gift funds may be used).
- University Account Charged – If Internal Unit was selected above, enter the Budget and Fund account numbers that will be charged.
Liquor Licensee/Alcohol Sales Restrictions at University Park Campus - Penn State Hospitality Services is the ONLY liquor licensee permitted to sell alcoholic beverages on University-owned property affiliated with the University Park Campus. No other liquor licensee will be permitted to sell alcoholic beverages on University-owned property in compliance with Pennsylvania Liquor Control Board regulations (see Policy FN10). Campus Catering does NOT have a liquor license and therefore cannot sell alcohol directly to event attendees (via a cash bar or indirectly by attendees paying a registration or admission fee for the event). If a sponsoring unit wishes to provide a cash bar at an event or charge an admission fee, or if alcohol will be paid for by an attendee’s registration fee, then the only liquor licensee that can be utilized to provide alcoholic beverages at an event at the University Park Campus is Penn State Hospitality Services.
Liquor Licensee/Alcohol Sales Restrictions at all other University locations - units may host events which otherwise qualify to include alcoholic beverages, but if a sponsoring unit wishes to charge attendees, the outside liquor licensee hired to serve the alcohol must submit to a pre-approval process which includes signing an agreement with the University in advance of the event. Please contact the Risk Management Office for details.
Approximate Number Attending - provide the approximate number of people who will be attending the event.
Under 21 - If anyone under the age of 21 is attending (such as a volunteer, participant, minor child of host), please answer “Yes”.
Undergrads – Will Undergraduate Students be attending? Select Yes or No
Authorization – If any Undergraduate Students will be attending the event, signature approval must be obtained in advance from either of the following:
Catered – Will the event be catered? Select Yes or No
University Catering – If the event is catered, Select one of three options:
- At University Park Campus - Vice President for Student Affairs
- At a Commonwealth Campus - Director of Student Affairs or the Director of Enrollment Services
Caterer - If an outside caterer will be used instead, the caterer must be selected from the University’s Approved Caterers’ List (located on the Risk Management Office’s website).
- For University Park Campus, if one of the University catering services will be used, check which one (Campus Catering or Penn State Hospitality Services). For a Commonwealth Campus, if the Housing & Food Services Department will be catering an event, check “Campus FS”.
Entity Serving Alcohol - if the approved caterer selected is NOT serving the alcohol, the sponsoring unit may only use a bartender who is RAMP* or TIPS certified.
Bartender’s Name – Enter the Bartender’s name. Copies of the bartender’s RAMP/TIPS certification, along with a certificate of insurance evidencing liquor liability insurance coverage, must be submitted with the Permission to Possess/Use Alcoholic Beverages form.
- Regardless of whether or not the caterer purchases the alcohol, if the selected caterer wishes to be approved for the serving of alcohol, that caterer must also evidence liquor liability insurance coverage ($1 million general aggregate). (This can also be verified using the Approved Caterers’ List.)
- • Make sure that the event date does not occur AFTER the expiration date of either the general liability coverage or the liquor liability coverage on the caterer’s certificate of insurance. If either of these insurance coverages will expire BEFORE the event date, then a new certificate of insurance must be obtained from the caterer. The Risk Management Office will request a current certificate, but please make note of this issue when submitting your AD18 form.
Bartender certification is NOT required if the sponsoring unit is:
Employee Certified Bartenders
- Using Penn State Hospitality Services or Campus Catering at the University Park Campus
- Using Housing & Food Services at a Commonwealth Campus.
- if Penn State Hospitality Services is not available and you are unable to arrange for a certified bartender with the required liquor liability insurance, then it is allowable to use a certified University employee as a bartender for the event.
Non-employee Certified Bartenders - AS A LAST RESORT, it is allowable to have a certified bartender who is NOT a University employee serve the alcohol, but the administrative area is responsible for any liability arising from the provision of alcoholic beverages at the event.
*RAMP (Responsible Alcohol Management Program) training information is available on the Pennsylvania Liquor Control Board’s website under “Resources”
NOTE: Penn State Hospitality Services no longer provides this type of training.
No bartender is required for an event at which alcoholic beverages are being served if either of the two following conditions occurs:
Bartender Coverage – Does the Bartender have Liquor Liability Insurance Coverage? Select Yes or No.
RAMP Certified – Is the Bartender RAMP or TIPS certified? Select Yes or No. If NO include a copy of the Bartender’s Certification as well as Certification of Insurance with submitted Permission to Possess/Use Alcoholic Beverages form.
Signature Approvals - the following signatures are required on the Permission to Possess/Use Alcoholic Beverages form PRIOR to submitting the form to the University Risk Officer or to the Campus Chancellor for final approval: 1) Person in Charge of the Event, 2) Facility Coordinator for Event Location, and 3) Financial Officer of the Unit Sponsoring the Event. NOTE: Even when a Campus Chancellor approves the event, the Permission to Possess/Use Alcoholic Beverages form still needs to be routed to the Risk Management Office.
- If the only alcohol being served is one glass of wine during a meal OR
- If 20 people or less will be attending the event.
REMINDER: if Undergraduate Students will be attending the event, signed approval by the Vice President for Student Affairs (University Park) or the Director of Student Affairs / Director of Student Enrollment Services (Commonwealth Campus) is required. (The signature approval line is located in the middle of the Permission to Possess/Use Alcoholic Beverages form, not at the bottom of the page).
Copy Distribution - after final review and approval by the University Risk Officer, signed copies of the Permission to Possess/Use Alcoholic Beverages form and attachments will be emailed back to the following people: Person Submitting the Form, Person in Charge of the Event, Facility Coordinator of Event Location, and the Financial Officer of the Sponsoring Unit. (Remember to include your email address when you sign the form, so copies can be returned to you.)
Any questions concerning this process should be directed to:
Kim Hannon, Insurance Coordinator
The Pennsylvania State University
Risk Management Office
103 Rider Building