Completing the CU Official Function (OF) Form is a crucial aspect of university life. Whether you're organizing an event, planning a meeting or 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:
Start 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: Finance Procedural Statement: Official Functions.
Provide accurate information: Double-check your details. Ensure that all names, dates and 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.
Use the latest form: Make sure to use the latest version of the form. The Dec. 2022 version can be found here: Official Function (OF).
Be 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 events with food, Account 550102 is for events with alcohol. This is very important for your request to be approved.
Seek 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 $115 per person.
The Don'ts:
Don'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.
Avoid 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.
Don't overlook policy guidelines: Familiarize yourself with university policies related to events and official functions. Violating these guidelines may result in delays or denials.
Friendly Suggestions:
Utilize resources: If you're unsure about any aspect of the form, don't hesitate to reach out to fiscalcompliance@colorado.edu. 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 questions to John Carlson, fiscal compliance analyst, at fiscalcompliance@colorado.edu. Send us your completed OF Form and we will process it for you for approval.