A new Alcohol Service Pre-Approval Request will launch in Workday on July 1, 2026, in alignment with the revised Alcohol and Other Drugs policy.
The new process will provide a more consistent way to review and approve alcohol service at applicable university-sponsored events. The Workday form will guide users through event-specific questions and route requests based on the appropriate review path. The updated process includes three event planning paths described below.
Event Planning Paths
Internal Event Path 1: Licensed Service - for internal faculty/staff events that meet eligibility requirements and where alcohol is served by a licensed provider or at a licensed venue.
Internal Event Path 2: Unit-Managed Service - for eligible internal faculty/staff events with beer and/or wine service managed by the unit.
Event Path 3: Comprehensive Review - for events that require additional review based on event characteristics, including guests beyond internal faculty/staff, permit considerations, external co-hosts, or internal faculty/staff events that do not meet the eligibility requirements for Internal Event Path 1 or 2.
Forthcoming Help Resources
Alcohol Service Requirements and Best Practices webpage - includes policy guidance, key definitions, event planning pathways, approval timelines, frequently asked questions, and related resources to help units understand when alcohol service pre-approval is required.
Alcohol Service Pre-Approval Request job aid - provides step-by-step instructions for submitting the request in Workday.
Alcohol service approval must be completed before alcohol is purchased, served, or reimbursed for applicable University-Sponsored Events. The request should be submitted by the event’s Internal Host or on behalf of the Internal Host.
Units should review the available resources and plan ahead for events occurring on or after July 1, especially events involving venues, catering, permits, external co-hosts, guests beyond internal faculty/staff, or other event complexities.
Additional go-live reminders with additional resource links will be shared prior to July 1. Questions may be directed to ASArequests@osu.edu.