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Scope

This policy covers the purchase of items that are incidental to the mission of the University and can be paid for with University Administered Funds.

Reason for Policy

To ensure that appropriate approval and documented justification is provided for incidental expenditures purchased with University Administered Funds. Each campus may institute more restrictive policies regarding unallowable expenditures than those that appear below.

Policy Statement

When there is a documented business reason, expenditures of University administered funds can be made for items listed below with approval from the President, Vice President, Chancellor, Provost, Vice Chancellor, Hospital Chief Executive Officer, or designee, unless others are specified.

Each purchase must be a suitable expenditure for the funding source used and must be within the scope of any donor, agency, or other restrictions on the use of the funds, including grant restrictions.  

• Alcoholic Beverages
  • Related to the promotion of the interest of the University. An attestation or written statement explaining that the expenditure benefits the University must be shown on each transaction that request payment of, or reimbursement for, alcoholic beverages.

• Flowers
  • Purchased for official University events or public relations activities for a legitimate business purpose.

• Personal Convenience Items
  • Used for public purpose in lunch rooms, common areas, or public areas.

• Holiday Decorations and Functions
  • Purchased decorations for commonly accessed public areas and exterior grounds only
  • Holiday parties or similar social events when there is a documented business purpose

• Greeting Cards
  • For external public relations purposes only (i.e. donors, community leaders, and friends of the University)

• Recognition Events (limited basis)
  • Farewell or employment anniversary receptions for full and part-time employees who, retire, resign, or transfer internally, or have achieved a significant employment milestone. See Related Information for link to information regarding retirement gifts.
    • These receptions must have the approval of the Dean, Director, Department Chair, or an administrative superior
  • Student and/or community events are allowed if involvement has made a significant impact on the University
  • Excludes personal related events such as birthdays, wedding anniversary, etc.

• Charitable Contributions or Events
  • Allowed only when it is in the best interests of the University
  • Auxiliary enterprise operations may make non-monetary contributions when the operation determines there is a business benefit from doing so
  • Donations of equipment to outside organizations or to individuals are not allowed without the approval from Surplus Property
  • Political contributions are not allowed.

• Clothing
  • Provide clothing to personnel who have a business need for them

• Tickets to Events
  • Purchase of tickets or other items of value that will be given away as part of a program must be kept secure while in the possession of the University.  Recipients of the tickets should be tracked with t