Page tree

Versions Compared

Key

  • This line was added.
  • This line was removed.
  • Formatting was changed.

...

Page properties


DOCUMENT INFORMATION


Document TitleExpenditure/Reimbursement Guidelines
Document Type
  •  Bylaws
  •  Policy Document
  •  Procedures
  •  Guidelines
  •  Form
Office/UnitUniversity Accounting Office
Document Owner
Contact Information


Office Name Phone Email









Approval Date


Approved by
Effective Date

October 6, 2014

Review Date/Schedule
Revision History


DOCUMENT CONTENT


The following guidelines are intended to assist University personnel with determining if an expenditure is allowable from state funds. State funds include state purpose allocation, DIFR, IFR, and SUTRA funds. These guidelines have been established based upon guidance from the Office of the State Comptroller and SUNY System Administration. To satisfy state audit requirements, Finance and Administration staff may require written justification regarding how the item purchased or service rendered is program or mission related and/or beneficial to the University. Please address any questions regarding this document or items not addressed in this document to the University Accounting Office (x3467) and/or the Purchasing Office (x3438).

For questions regarding the use of FSA funds, College Foundation funds, or Research Foundation funds, please contact the custodian of those funds.

Category

Transaction Type/Fund
(State purpose, DIFR, IFR, or SUTRA

Allowable
Yes/No

Special Comments

ALCOHOL

Alcoholic Beverages

No

AWARDS

Employee/Student Awards, Certificates, Plaques, etc.

Yes

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.

CARDS

Greeting Cards

No

These include Holiday, Birthday, Sympathy, Congratulatory, etc.

CONSULTANTS

Program-related consultation or professional

Yes

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.

CONTRIBUTIONS

Cash donations, gift cards, gift certificates, and gift items

No
DUES


Institutional

Yes

Membership must be in the name of SUNY Fredonia and not an individual.

Individual Membership to:

Civic or Service Club

Yes

Membership must benefit the University.

Professional Organizations

Yes

Membership must benefit the University.

Professional Licenses

Yes

If the license is required for the position.

ENTERTAINMENT
CONTRACTS


Yes

With prior review and approval of the terms and conditions by the Director of University Services.

FLOWERSInstructional PurposesYesWhen used in course instruction, i.e. Art class.
Congratulatory/Funeral/Illness: Employee & Immediate Family, StudentsNo
Administrative Professionals DayNo
Friends/DonorsNo
GIFTS & GIVEAWAYSNoPersonal/Appreciation/Memorial/Retirement/Special OcNocasionsYes
Volunteers/EmployeesNo
Non-EmployeeNo
GRADUATION REGALIA

Caps, Gowns, Cords, Stoles, etc.

No

Not for students or employees

Honors Cords for SUNY Fredonia Honors Program participants

Yes
OFFICE SUPPLIES

Breakroom supplies (coffee, paper plates, hand sanitizer, tissue, etc.)

No

Decorations -- Holiday, pictures, art for office décor, flowers

No

In Home Office Expenses

No

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

No
PUBLIC RELATIONS

Fund Raising Activities, Alumni Activities, Dinners, Admissions Charges

No

Donations for name recognition, sponsorship of social events, etc.

No

Publicity Advertising

Yes

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)

Yes

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

Yes

When using FSA or utilizing a NETcard to an off campus vendor.

Moving expenses

Yes

In accordance with SUNY Policy #8200 and employment contract letter.

House hunting expenses

No

REFRESHMENTS FOR DEPARTMENT USE


No

Includes food, bottled water, coffee, soda, water coolers, etc.

SOFTWARE AND COMPUTER HARDWARESoftwareYes

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.

PrintersYes

Must be approved and quoted by IT.

ComputersYes

Must be approved and quoted by IT and purchased via a purchase order.

All other electronic devicesYes

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.

STUDENT-RELATED ACTIVITIES

Freshmen and Transfer Orientation

Yes
TravelYes

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.

Yes

An announcement of the event must accompany the requisition when seeking payment.

Monetary donations or gifts/gift cards to Student Association Groups.

No
TRAVEL

When in Travel Status

Yes

In accordance with OSC Travel Manual and Fredonia's Guidelines #810, #811 and #812. See http://www.fredonia.edu/admin/accounting/TravelPolicy.asp.

Gratuity

Yes

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

Yes

If related to job duties and with advance approval, documentation required.

Faculty/Staff Retreats, Planning and Administrative Training Meetings, Faculty/Staff Orientation

Yes

Activities organized to specifically enhance employee performance and communication or operation of division/department. Formal agenda, purpose of meeting, and roster are required.

Working Lunches

Yes

For extended events with a formal agenda, reason of the meeting, roster and itemized receipt.

Department Social Activity

No

Faculty/Staff Receptions

No


FAQ's
Keywords


List page labels


Category(s)


  •  Academic Affairs
  •  Advancement
  •  Financial
  •  Governance
  •  ITS
  •  Operational
  •  Personnel
  •  School/College
  •  Student Life


Sub-Category(s)


...