University Policies
Policy Contact
Accounts Payable Email 401-863-2716

Alcoholic Beverages Policy

Policy No. Issue Date Effective Date

1.0 Policy Purpose

The purpose of this policy is to establish the requirements for the use of alcoholic beverages in the conduct of University business.

2.0 To Whom the Policy Applies

This policy applies to all Brown University faculty, staff and students.

3.0 Policy Statement

Requirements for the use of alcoholic beverages:

  • At no time may alcoholic beverages be served to anyone under the age of 21.
  • The consumption of alcoholic beverages while conducting University business should be kept to a minimum and after regular working hours.
  • Food must be served when consuming alcoholic beverages.
  • Alcoholic beverages may not be charged to federally funded grants or contracts, either directly or indirectly.
  • The cost of alcoholic beverages must be charged to the exclusions spend category (i.e., Exclusions Domestic (3950D) or Exclusions International (3950F)).
  • When alcoholic beverages are served at an event and not provided by Brown Dining Services or the Brown Faculty Club, the Statement of Responsibility for Alcoholic Beverages Form and the Business Meals & Hospitality Form must be completed and attached to the payment transaction.
  • When alcoholic beverages are provided through Brown Dining Services or the Brown Faculty Club (or their approved substitute) for a University event, the above forms are not required. Charges are direct billed to the department.

4.0 Definitions


5.0 Responsibilities

All individuals to whom this policy applies are responsible for becoming familiar with and following this policy. University supervisors and employees with student oversight duties are responsible for promoting the understanding of this policy and for taking appropriate steps to help ensure and enforce compliance with it.

Financial Coordinators: Financial Coordinators compile relevant supporting documentation and initiate the applicable transactions.

Cost Center Managers: Cost Center Managers approve applicable transactions.

Accounts Payable: Reviews and approves applicable transactions.

6.0 Consequences for Violating this Policy

Failure to comply with this and related policies is subject to disciplinary action, up to and including suspension without pay, or termination of employment or association with the University, in accordance with applicable (e.g., staff, faculty, student) disciplinary procedures.

7.0 Related Information

Brown University is a community in which employees are encouraged to share workplace concerns with University leadership. Additionally, Brown’s Anonymous Reporting Hotline allows anonymous and confidential reporting on matters of concern online or by phone, 877-318-9184.

The following information complements and supplements this document. The information is intended to help explain this policy and is not an all-inclusive list of policies, procedures, laws and requirements.

7.2 Related Procedures


7.4 Frequently Asked Questions (FAQs)


Policy Owner and Contact(s)

Policy Owner: Vice President for Finance and Chief Financial Officer

Policy Approved by: Vice President for Finance and Chief Financial Officer

Contact Information:

Accounts Payable Email 401-863-2716

Policy History

Policy Issue Date:

Policy Effective Date:

Policy Update/Review Summary:

Updated links and contact information.



Webpage Updated January 17, 2024