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Policy: VI.F.2

Issued: February 14, 1992

Owner: Director of Procurement Services

Latest Revision: July 2, 2001

RESTRICTIONS ON LOCAL FUNDS EXPENDITURES

1.0 Purpose

This policy describes the restrictions placed on certain types of expenditures made with local, (or University) funds.

2.0 Policy [Top]

2.1 Gifts, Flowers and Greeting Cards

Gifts or flower arrangements MAY NEVER BE CHARGED to State funds (including departmental overhead accounts), grant and contract funds, or to restricted Local (University) funds restricted as to purpose.

Gifts may be charged to unrestricted Local funds under the following conditions:

The purpose must be in recognition of a member of the University community (employee or student) who is retiring, leaving University service, transferring to another University department, or for purchases made by recognized University development offices for major donors.

For purchases of $400 or less, the invoice must be paid by using a Payment Voucher and must stipulate the recipient, their affiliation with the University and the reason for the purchase.

Purchases exceeding $400 must have the approval of a Dean or Vice President.

Floral purchases may be charged to unrestricted Local funds, subject to the following restrictions:

The purpose must be to express sympathy and support in the event of the hospitalization or death of either an employee, or a member of the employee's immediate family. Similar purchases may be made by recognized University development offices for major donors.

For purchases of $100 or less, the invoice must be paid by using a Payment Voucher and must stipulate the recipient, their affiliation with the University and the reason for the purchase.

Purchases exceeding $100 must have the approval of a Dean or Vice President.

Greeting cards for holidays and other events may NOT be purchased using State funds.


2.2 Carpet and Rug Cleaning

Any carpet or rug installed as part of new construction, using new construction funds, or installed through renovations or improvements funded by special project monies will be automatically placed on the Facilities Management cleaning schedule and all maintenance costs involved will be funded from the Facilities Management budget.

All carpets or rugs purchased by departmental funds will not be scheduled for other than a daily vacuuming. Shampooing, spotting, repairing or replacing will have to be initiated through a "Request for Service" to Facilities Management and the requesting department will be billed for such services as may be involved. If workload or type of material precludes Facilities Management from performing the requested services, the requesting department will be so advised and commercial services will be obtained if desired by the requestor.


2.3 Long Distance Telephone Calls Made From Home Phones

In exceptional circumstances, reimbursement for long distance calls made from home telephones will be approved. Documentation attached to the Invoice should include:

An explanation as to why calls could not be made at an office phone or from home with a Forced Authorization Code.

The original home telephone bill with appropriate notations of official calls.

For additional information, see "Long Distance Telephone Charges and Telephone Calling Cards" -- Policy VII.O.2.


2.4 Club Memberships

Club memberships are NOT AN ALLOWABLE CHARGE to University funds of any category.


2.5 Parking Lot Rental Fees and Fines

Parking lot rental fees and fines are NOT AN ALLOWABLE CHARGE to University funds of any category.

3.0 Definitions [Top]

4.0 References [Top]

See also: "Use of the Payment Voucher and Demand Payments" -- Policy VI.F.4.

5.0 Approvals and Revisions [Top]

Previous version in effect from 2/14/92 to 11/11/99 available in policy archive.
Previous version in effect from 11/11/99 to 07/02/01 available in policy archive.

 


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