(State purpose, DIFR, IFR, or SUTRA
Employee/Student Awards, Certificates, Plaques, etc.
Any employee or student memento, such as certificates or plaques, must not exceed $50 in value. Cash awards, as well as gift cards and/or gift items, are not allowed.
These include Holiday, Birthday, Sympathy, Congratulatory, etc.
Program-related consultation or professional
Businesses are paid via a requisition with invoice and receipts as back up. Payments to individuals, who are not state employees, are classified and processed as Honorariums.
Cash donations, gift cards, gift certificates, and gift items
Membership must be in the name of SUNY Fredonia and not an individual.
|Individual Membership to:|
Civic or Service Club
Membership must benefit the University.
Membership must benefit the University.
If the license is required for the position.
With prior review and approval of the terms and conditions by the Director of University Services.
|FLOWERS||Instructional Purposes||Yes||When used in course instruction, i.e. Art class.|
|Congratulatory/Funeral/Illness: Employee & Immediate Family, Students||No|
|Administrative Professionals Day||No|
|GIFTS & GIVEAWAYS||NoPersonal/Appreciation/Memorial/Retirement/Special OcNocasions||Yes|
Caps, Gowns, Cords, Stoles, etc.
Not for students or employees
Honors Cords for SUNY Fredonia Honors Program participants
Breakroom supplies (coffee, paper plates, hand sanitizer, tissue, etc.)
Decorations -- Holiday, pictures, art for office décor, flowers
In Home Office Expenses
No in-home office expenses are allowable unless the in-home office is officially designated (in HR records) as an official workstation for the employee.
|PARKING PERMITS OR TRAFFIC VIOLATIONS|
Parking permits, towing, traffic or parking violations
Fund Raising Activities, Alumni Activities, Dinners, Admissions Charges
Donations for name recognition, sponsorship of social events, etc.
Must be for the advertising of SUNY Fredonia events and/or the recruitment of faculty/staff/students.
|FACULTY/STAFF RECRUITMENT EXPENSES|
Travel expenses (to & from interview)
Meals, Lodging and Airfare may be purchased on the existing NETcard and/or via candidate reimbursement on a Travel Voucher.
Meals and food supplies at interview/meeting
When using FSA or utilizing a NETcard to an off campus vendor.
In accordance with SUNY Policy #8200 and employment contract letter.
House hunting expenses
REFRESHMENTS FOR DEPARTMENT USE
Includes food, bottled water, coffee, soda, water coolers, etc.
|SOFTWARE AND COMPUTER HARDWARE||Software||Yes|
Must be approved by IT and the Director of University Services if not on state contract. All software must be in the University's Name and registered to HelpDesk@fredonia.edu.
Must be approved and quoted by IT.
Must be approved and quoted by IT and purchased via a purchase order.
|All other electronic devices||Yes|
All electronic devices (iPads, Net/Note books, etc.) must be quoted via IT. All devises must be registered in the University's Name and registered to HelpDesk@fredonia.edu. All devices must be purchased via a purchase order.
Freshmen and Transfer Orientation
Must be related to course, program or job duties and have receipts.
Food supplies for department orientations, formal receptions with program, and department graduation events.
An announcement of the event must accompany the requisition when seeking payment.
Monetary donations or gifts/gift cards to Student Association Groups.
When in Travel Status
In accordance with OSC Travel Manual and Fredonia's Guidelines #810, #811 and #812. See http://www.fredonia.edu/admin/accounting/TravelPolicy.asp.
If gratuity is customary the amount paid should be an amount that is generally acceptable, but not to exceed 20 percent.
|UNIVERSITY, COLLEGE, SCHOOL, OR DEPARTMENT ACTIVITIES|
Attendance at community sponsored programs, seminars, workshops, conferences, and continuing education courses
If related to job duties and with advance approval, documentation required.
Faculty/Staff Retreats, Planning and Administrative Training Meetings, Faculty/Staff Orientation
Activities organized to specifically enhance employee performance and communication or operation of division/department. Formal agenda, purpose of meeting, and roster are required.
For extended events with a formal agenda, reason of the meeting, roster and itemized receipt.
Department Social Activity