Official Function Form
For All Meetings/Trainings/Events
An official function is a meeting or assembly hosted by the President or his/her designee, which is held in the best interest of the state while performing State business. This form is required for expenditures such items as food, beverages, catering costs, and other expenses pertaining to the meeting. State Fiscal Rule 2‐1 states that “All expenditures by state agencies and Institutions of
higher education shall meet the following standards of propriety: 1) Are for official state business and 2) Are reasonable and necessary under the circumstances.” Please contact the Fiscal Affairs Department with questions about this form and how to fill it out.
Pre-Approval
Requesting Individual:
Event Location:
Meeting
Training
Event
Department:
Estimated No. of People Attending:
Reason/ Explanation for Event:
Estimated Total Costs: (Include Labor and Delivery and Attach quote, if available)
Date of Event:
ORG:
ORG Administrator
Print Name: _________________________________ Signature: _________________________________ Date: ______________
Dean (As Applicable)
Print Name: _________________________________ Signature: _________________________________ Date: ______________
Vice President (If Over $100)
Print Name: _________________________________ Signature: _________________________________ Date: ______________
President (if Over $1000)
Print Name: _________________________________ Signature: _________________________________ Date: ______________
Complete the upper portion and acquire all applicable signatures PRIOR to your event.
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Request for Payment
(To be completed after invoices have been received)
Upon completion of the event, route this signed form along with the following items to the Fiscal Affairs Department:

List of Attendees 
Meeting/Training Agenda

Original Receipts, and Pay Request Form. The Official Function requested by
was held on
with
persons in attendance (attach the list of attendees). The actual cost listed below is requested to be paid from the designated accounts
and made payable to the named vendors below.
Vendor Name:
Amt. Authorized to Pay:
Signature of Requested by
Date
Pay Request #