Quick Reference for Spending

This quick reference guide reflects the rules that generally apply to the majority of situations (80% plus). It is NOT all inclusive.

• A YES may require: specific criteria to be met, adherence to restrictions, appropriate documentation, authorization and approval.
• For NO, authorized exceptions for specific situations may exist.
• The user of this quick reference guide should always research the spending guidelines in its entirety, as well as, the applicable policies and procedures before making a final determination of appropriate spending from the various fund sources.
• If your research fails to resolve your spending question, please contact the appropriate office (i.e., Procurement Services, Accounts Payable, Budget & Planning, Contracts & Grants, etc.) for further discussion and resolution of your question.

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Budget Guidelines Quick Reference for Spending

	State Funds	Overhead Funds	Contracts and Grant Funds	Auxiliary and Institutional Service Funds	Other Institutional Trust Funds	Discretionary Funds
Moving Expenses	NO	YES	NO	NO	YES	YES
Travel Reimbursements	YES	YES	YES	YES	YES	YES
Membership Dues	YES	YES	NO	YES	YES	YES
Passport and Visas	YES	YES	NO	YES	YES	YES
Employee Awards	YES	YES	NO	YES	YES	YES
INS Fees	YES	YES	NO	YES	YES	YES
Food and Refreshments (non-travel-related)	NO	YES	NO	YES	YES	YES
Financial Aid to Students	YES	YES	YES	NO	NO	NO
Promotional Items of Nominal Value	YES	YES	NO	YES	YES	YES
Alcoholic Beverages and Set-ups	NO	NO	NO	NO	NO	YES
Medications and/or Medical Supplies for Personal Use	NO	NO	NO	NO	NO	NO
Microwave Ovens, Refrigerators, Coffee Pots	NO	NO	NO	YES	YES	YES
Framed Artwork or Diplomas	NO	NO	NO	YES	YES	YES
IPads/Tablets	YES	YES	NO	YES	YES	YES
Party Items or Decorations	NO	NO	NO	NO	NO	YES
Bottled Water or Water Dispenser	NO	NO	NO	YES	YES	YES
Gifts, Gift Cards, Flowers/Plants	NO	NO	NO	YES	YES	YES
Personal Clothing with University Logo	NO	NO	NO	YES	YES	YES
Personal Clothing without University Logo	NO	NO	NO	NO	NO	YES
Other Items for Personal Use	NO	NO	NO	NO	NO	NO

 

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