As we begin to close out 2025, Fiscal Compliance wanted to remind everyone of the related University policies regarding employee recognition and appreciation events. If you plan to have an end of year event, department recognition or staff appreciation meal, below are the policies that will apply.

Official Function Recognition Events may be held to recognize employees and/or present an award, reward, or prize to an employee(s). Attendance at recognition events should be limited to those necessary to recognize the individual(s) receiving the award, reward, or prize. When purchasing items, please remember the following:

The FPS: Sensitive Expenses policy should be consulted before purchasing any gifts/greeting cards/flowers for faculty, staff and students. These items have additional purchase restrictions that must be followed. 

The FPS: Gift Cards policy must be followed when purchasing any amount or quantity of gift cards. For more details on the campus procedures around gift cards, please refer to the Fiscal Compliance website. 

Staff appreciation meals are an infrequent, unique, official function that is hosted and attended by the head of an organizational unit for the purpose of showing appreciation to departmental staff members. The event may include small dollar items like water bottles, CU branded scarf, reusable bags, etc. which could be distributed at a staff appreciation meal in alignment with the Recognition Grid found in the FPS: Recognition and Training.

Other than the meal and CU branded small value items, a staff appreciation meal includes no additional recognition awards, rewards, or prizes. Your department/unit, school or college may also have further guidelines that must be followed that are more restrictive, please ensure you are in line with those expectations. 

When planning an official function, please keep in mind the following guidance from FPS: Official Functions:

• If the amount of the official function is greater than $125 per person or $10,000 in total cost, an appropriate Officer must approve the event in advance along with centralized Fiscal Compliance. As good stewards of University funds, units are expected to stay well below this threshold.

• If alcoholic beverages are served at the official function, then the CAP: Alcohol Service must be followed. Additional guidance on events with alcohol is highlighted on the Fiscal Compliance website. 

As with all University spending, the APS #4015: Propriety of Expenses and the Tests of Propriety listed within that policy should be followed. Restricted funds should typically not be used to support these types of purchases. Restricted funds include sponsored projects, gifts, as well as other commitment funds that do not allow these type of expenses.

If you have questions regarding the appropriateness of expenditures, please contact the Fiscal Compliance team at [email protected].