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Official Functions

EMCC Fiscal Services Official Function Purchasing Guidelines


EMCC Official Function Purchasing Guidelines

EMCC On Campus Food Distribution Guidelines

Official Functions: Administrative Regulation 1.16

MCCCD is required to spend its resources only for things that tangibly and directly benefit its educational mission and objectives. Some expenses by their nature are not appropriate and others require an explanation to meet that requirement.

The term "official function" means an activity or item that:

Does not appear to be, without explanation, an ordinary and necessary function of MCCCD as a public educational institution; and provides a tangible benefit and links directly to MCCCD's educational mission; and is reasonable and commensurate in value to the tangible benefit that MCCCD will receive.

An Official Function Form is required to support official function expenses and can now be completed in Dynamic Forms.

Official Function Dynamic Form


Official Function Dynamic Form Request:

  1. Save agenda, flyer, activity information and/or quote as PDF
  2. Identify FMS Chartfield string for official function expenses and verify available budget/funds
  3. Click Official Function Dynamic Form link on this webpage ( > Fiscal Services > Official Functions)
  4. Log in with your MEID and MEID password
  5. Complete all required fields
  6. Upload saved agenda, flyer, activity information and/or quote
  7. Complete FMS Chartfield string
  8. Sign electronically
  9. Form will auto route for signatures. Routing is:
    a. Supervisor
    b. Dean/Director
    c. VP/President
  10. Once the form has been fully approved, an email will be sent to requester from this email address: ""
  11. Requester will need to download completed form as supporting documentation for ProCard or FMS requisition

Examples of official function items:

  • Any food for meeting, event, gathering, etc.
  • Participation in a local meeting/event that includes food and a fee Ex: Chamber of Commerce breakfast meeting.
  • Non-promotional items related to the meeting, event, gathering, etc.

Examples of expenses that DO NOT meet the definition of "official function":

  • Alcoholic beverages
  • Charitable contributions or donations (except for student groups, see Administrative Regulation)
  • Dues for memberships in non-school related civic or community organizations (such as Rotary, Kiwanis) or in discount stores
  • Gifts and decorations of any type for personal life events (such as births, deaths, weddings, funerals) including flowers
  • Gifts for personal use (such as apparel, jewelry, flowers or luggage) in appreciation of an MCCCD employee or officer

Official Function Purchasing

EMCC is defining “catering” as any noncommercial packaged food or drinks prepared by either a restaurant or caterer (excluding pizza, coffee, donuts and bagels). Catering must be purchased from one of the approved suppliers on the Fiscal Services Approved Catering Suppliers list. Catering cannot be purchased on Petty Cash.

Official Function purchasing options: 

Approved Petty Cash allowable expenses:

  • Commercially packaged food and drinks
  • Utensils
  • Meeting, event, gathering, etc. decorations and supplies
  • Pizza, coffee, donuts, and bagels including tip (see below)

ProCard allowable expense:

Delivery Fees and Tip

Delivery fees and tips are allowed. A tip can be up to 10% of total receipt (not to exceed $20.00).

Supporting Documentation Required for Official Function Purchases

Approved Petty Cash

  • Approved Official Function Form
  • Agenda, flyer, activity information and/or quote 
  • Original receipt


  • Approved Official Function Form
  • Agenda, flyer, activity information and/or quote 
  • Sodexo quote or email
  • Restaurant/Caterers quote
  • Receipt

Sodexo – New Food Service Provider

Sodexo is EMCC's new partner for providing food service to the college including prepared food for meetings, events and gatherings. Divisions are required to work with Sodexo first, to provide food service for their meetings, events, or gatherings.


  • Sodexo is not available for your date and time of event and confirmed via email from Sodexo
  • Sodexo’s quote is $200.00 more than a quote from a restaurant/caterer from the Fiscal Services Approved Catering Suppliers

Official Functions Off Campus:

Official Function purchasing covers meetings/events/etc on campus, a MCCCD event at sister college or community/sponsorship meeting/event off campus.

EMCC funds cannot be used to support official functions off campus at a restaurant.