USE OF PUBLIC FUNDS TOP TEN TIPS 1

USE OF PUBLIC FUNDS TOP TEN TIPS 1. MEALS & REFRESHMENTS AT STAFF & OTHER INTERNAL MEETINGS § § AGENDA AND A LIST OF ATTENDEES MUST BE PROVIDED AGENDA MUST CLEARLY INDICATE WORK WAS CONDUCTED DURING THE MEAL AND THE MEAL WAS AN INTEGRAL PART OF THE MEETING SHOULD LAST AT LEAST 5 HOURS DETAIL, ITEMIZED RECEIPTS MUST BE PROVIDED 2. ITEMIZED MEAL RECEIPTS § § CREDIT CARD RECEIPT IS NOT AN ACCEPTABLE RECEIPT , DETAIL, ITEMIZED RECEIPT MUST BE PROVIDED BUSINESS PURPOSE AND ATTENDEES MUST BE PROVIDED 3. ACTUAL COST OF MEALS § § § ACTUAL COST FOR MEALS WHILE TRAVELING MUST BE WITHIN THE PER DIEM GUIDELINES COST MUST BE ADJUSTED FOR MEALS PROVIDED AT CONFERENCES OR WORKSHOPS DETAIL, ITEMIZED RECEIPT MUST BE PROVIDED 4. SMALL APPLICANCE/COFFEE FOR OFFICES § § CAN ONLY BE PURCHASED FOR COMMON AREAS, NOT INDIVIDUAL OFFICES/USE MUST BE MODEST AND PRUDENT 5. GIFT CARDS (Note: In the case of students, it is preferred that funds be placed on their e-card as opposed to the purchase and issuance of a gift card) § NOMINAL (not to exceed $25) FOR: § § RECOGNITION OF STUDENT ACHIEVEMENT EMPLOYEE SERVICE AWARDS INCENTIVES FOR STUDENTS COMPLETING SURVEYS PARTICIPANTS IN RESEARCH STUDIES

USE OF PUBLIC FUNDS TOP TEN TIPS 6. 7. GIFTS PURCHASED BY EMPLOYEES FOR FELLOW EMPLOYEES 6. • • • Purchase of clothing with University logo and/or event logo is allowed for employees, students, and volunteers serving as official representatives of the university Small value promotional items (lapel pins, pens, key rings, t-shirts) imprinted with the University name or logo are allowed in conjunction with the University’s marketing plan Larger value promotional items (such as sweatshirts, hoodies, sweatpants, engraved vases, clocks, watches, etc. ) are not allowed Clothing with University logo and/or event logo should not be purchased in quantities which exceed the department’s immediate need (in other words, departments should not buy these items in bulk and then maintain an inventory) GREETING/NOTE CARDS • 9. CANNOT BUY GIFTS FOR ADMINISTRATIVE ASSISTANTS AT CHRISTMAS FOR EMPLOYEES WHO DO A GOOD JOB COLLEAGUES WHO HELP WITH A PROJECT PROMOTIONAL CLOTHING ITEMS • 8. EXAMPLES OF PURCHASES WHICH ARE NOT ALLOWED: 6. 7. 8. ONLY THE PRESIDENT HAS AUTHORIZATION FOR SUCH PURCHASES FLOWERS/FLORAL TRIBUTES • • ONLY FOR OFFICIAL UNIVERSITY EVENTS SUCH AS COMMENCEMENT OR GROUNDBREAKING NOT ALLOWED FOR SMALLER RECOGNITION EVENTS ON CAMPUS 10. SPONSORSHIPS and MEMBERSHIPS 6. 7. SPONSORSHIPS MUST BE AT THE MINIMUM LEVEL, UNLESS THE BENEFIT TO THE UNIVERSITY OF A HIGHER LEVEL OF MEMBERSHIP EXCEEDS ITS COST TICKETS TO COMMUNITY EVENTS ARE NOT ALLOWED WHEN THE TICKET PRICE EXCEEDS THE VALUE OF THE SERVICE PROVIDED (ex. Table for ten for $1, 000 for a dinner event) OR IF IT INCLUDES A CHARITABLE DONATION