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Completing the CU Official Function (OF) Form is a crucial aspect of university life. Whether you're organizing an event, planning a meetingÌýor coordinating any official function, this form is your key to a successful and seamless experience. To help you navigate this process effectively, we've put together a guide highlighting the dos and don'ts, along with some friendly suggestions to enhance your experience.

The Dos and Don'ts:

• ÌýÌýStart early: Begin the form-filling process well in advance. Rushing through it may lead to errors and oversights. Proper planning ensures that you have all the necessary information and approvals. Find the policy: .
• ÌýÌýProvide accurate information: Double-check your details. Ensure that all names, datesÌýand event information are accurate. This not only helps in smooth processing but also avoids any confusion later. Make sure your provided accounts have the proper amount of funding available.
• ÌýÌýAvoid vague descriptions: Ambiguous event descriptions can lead to confusion. Provide clear details about the purpose, audience and expected outcomes to facilitate a smooth approval process.
• ÌýÌýBe clear in your descriptions: When describing your event or function, be concise yet comprehensive. Clearly outline the purpose, activities, attendee names and relationship to the University. Use the proper SpeedType and Account codes in your request. This helps the reviewing authorities understand the nature of your request. Make sure you use the proper account codes for events that include alcohol. Account 550100 is for the food portion of an event and account 550102 is for the alcohol portion of an event. This is very important for your request to be approved.
• ÌýÌýUse the latest form: Make sure to use the latest version of the form. The May 2025 version can be found here: .
• ÌýÌýDon't wait until the last minute: Procrastination can lead to unnecessary stress. Completing the form well before the deadline allows for a more thoughtful and accurate submission.
• ÌýÌýDon't overlook policy guidelines: Familiarize yourself with university policies related to events and official functions. Violating these guidelines may result in delays or denials.
• ÌýÌýSeek necessary approvals: Ensure that you've obtained the required approvals before submitting the form. This saves time and avoids potential complications. An Organizational Unit signature is always required. An officer signature is required when the event cost exceeds $10,000 or $125 per person (includes tax/tip/fees).
  Completed forms are attached to the requisition in Marketplace and CCO will complete the needed alcohol approval through the approval workflow. CCO only needs to complete alcohol approvals on the OF form when the alcohol purchase is being done from another unit on campus through a journal entry.
• Utilize resources: If you're unsure about any aspect of the form, don't hesitate to reach out to fiscalcompliance@colorado.edu. For approval related questions, please contact campus.accounting@colorado.edu and/or fss@cu.edu (owners of the form). We are here to assist you in navigating the process successfully.
• Create a checklist: Develop a checklist of all the required information and documents before starting the form. This helps in staying organized and ensures nothing is overlooked.
• Review and revise: Before hitting submit, take a moment to review your form. Check for any errors or missing information. A thorough review can save you from potential setbacks.
• Collaborate with others: If your event involves a team, collaborate on completing the form. This ensures that all perspectives and necessary details are considered.

Contact us: Send all your policy related question to John Carlson, fiscal compliance analyst, at fiscalcompliance@colorado.edu. Send any alcohol approval related questions to campus.accounting@colorado.edu.