EXPENSE GUIDELINES Updated March, 2017 Source of Funds
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1 EXPENSE GUIDELINES Updated March, 2017 Source of Funds a. Human Resource recruiting AA/HR Requires advance approval from Affirmative Action for Faculty or A/P, and both AA and HR for Civil Service positions Advertisements b. Marketing FO c. Promotion of University Events FO a. Public receptions/events VC Requires advance approval from VCAF Alcoholic Beverages b. Instructional Purposes FO State using course fees only c. Entertaining Official Guests w/meal Must use personal or Foundation funds d. Employee recruitment/interviews w/meal Must use personal or Foundation funds Consultant and Speaker Fees FO May be paid on p-card up to $4,999. Requires purchase requisition if over $5,000. Contributions/Donations to other Entities ne - Prohibited
2 a. Greeting Cards Decorations/Cards (holiday, seasonal, special occasion, general) Dues b. General Campus CHANC c. Public area/department (general only) VC d. Public area/department (holiday, special occasions, seasonal) e. Individual office decorations a. Institutional FO b. Individual: -Civic -Professional licenses FO -Professional Organizations FO VC Decorations should be used in public areas only and must be culturally sensitive Decorations should be used in public areas only and must be culturally sensitive Decorations should be used in public areas only and must be culturally sensitive Only if relevant to employee's position a. Instructional Purposes FO State using course fees only b. Public University events FO c. Congratulatory/personal occasions Flowers d. Employee retirement e. Special occasions (baby showers, birthdays, student or employee appreciation) f. Funeral/Illness: -Employee (active and retired) and immediate family -Friends/Donors/Students
3 a. Employee - FOR ALL EMPLOYEE EVENTS: -Department social activity - holiday --- Must list those in attendance on parties, appreciation events Entertainment Expense Form -Birthdays/personal occasions --- Must use approved caterer -Entertaining Official Guests (Limit to 3 employees) VC -Employee orientations/receptions -Retreat -Working meals -Employee recruitment & interviews (Limit to 3 employees) VC -Retirement receptions/meals Food and Meals -Fundraising -Official University functions VC b. Students - -Course related - field trips FO State using course fees only -College wide sponsored functions/ receptions -Department social activity - holiday parties, appreciation events -Residence hall programs VC FO -Recruitment VC -Orientations VC -University wide sponsored functions/ receptions VC
4 Gifts & Prizes (cash, gift cards, vouchers) PD Requires advance approval from the Director of Procurement Services a. Employee - -Appreciation/Thank You -Memorial -Retirement -Special Occasion Gifts & Prizes (non-cash) -Sporting Event Tickets b. Students PD for prizes only - not for graduation gifts or other special occasions c. Camps/Program participants PD Using camp/program revenue only d. Friends/Donors e. Fundraising Moving Expenses VC Parking a. Guest passes FO b. Restricted Spaces FO Promotional Items & Give Aways a. Recruitment/Promotional items to prospective students b. Give aways/gifts, relevant to University business, to non-employees FO FO Use Foundation funds, if available.
5 Refreshments Departmental Use - coffee service, bottled water, refreshment supplies, etc. FO If available in a public area - not for personal use by staff. Must use the Pepsi contract. a. Orientations/receptions VC b. Departmental parties Student Events c. Residence Hall programs FO d. Recruitment VC e. Movies, concerts, theme parks, athletic events, etc. VC Subscriptions Trophies/Plaques a. Professional Journals FO b. News publications FO a. Employee Award/Incentive Programs VC b. Student Awards FO c. n employee award/recognition FO If relevant to University business Expenses must be part of a formal award/incentive program a. Employees FO Required uniforms only Wearing Apparel b. Students FO c. Friends/Donors d. Marketing FO
6 tes: 1. State funds are paid from these Budget Purposes: 270xxx; 272xxx, 37xxxx 2. Local funds are paid from these Budget Purposes: Spending from grant funding is contingent upon the terms of the grant agreement. 4. Minimum approval levels: CHANC = Chancellor VC = Vice Chancellor for department spending funds Deans/Dir = Deans/Director for department spending funds FO - Fiscal Officer PD = Procurement Director AA = Affirmative Action HR = Human Resources
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