Fiscal Services

Official Functions

EMCC Fiscal Services Official Function Purchasing 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.

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

An Official Function Form is required to support official function expenses.

Go to Official Functions: Administrative Regulation 1.16 for the entire administrative regulation.

Official Function Form Approval

  1. The Official Function Form must be approved and signed by either the College President or Vice President prior to the event, meeting or gathering. A Dean signature will not be accepted.

  2. An approved Official Function Form is required to support any official function purchases and must be attached to approved petty cash, procard reconciliation or requisition.

  3. An agenda or event flyer is required to support Official Function Form.

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:

          * Catering over $3,000.00 must be done via FMS requisition.

Delivery Fees and Tip

Delivery fees and tips are allowed. If supplier charges delivery fee then tip is not allowed. 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

  • Original receipt

Procard

  • Approved Official Function Form

  • Agenda

  • Chartwells quote or email
  • Restaurant/Caterers quote

  • Receipt

Chartwells

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

Exceptions:

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

Administrative Regulation on Official Functions

Instructions for Completing the Official Function Form

Official Function Form

Instructions for Completing Membership Payment Worksheet

Membership Payment Worksheet - MS Word (download)

Membership Payment Worksheet - Adobe Acrobat (download)