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