Budget Guidelines 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.
|
State Funds |
Overhead Funds |
Contracts & Grant Funds |
Auxiliary & Inst. Service Funds |
Other Inst. Trust Funds |
Discretionary Funds |
|
|
Moving Expenses |
NO |
NO |
NO |
NO |
YES |
YES |
|
Travel Reimbursements |
YES |
YES |
YES |
YES |
YES |
YES |
|
Membership Dues |
YES |
YES |
NO |
YES |
YES |
YES |
|
Passport & Visas |
YES |
YES |
NO |
YES |
YES |
YES |
|
Employee Awards |
YES |
YES |
NO |
YES |
YES |
YES |
|
INS fees |
YES |
YES |
NO |
YES |
YES |
YES |
|
Food & 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 & 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 |
NO |
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 |
