ACCOUNTS PAYABLE

Allowable Expenditures by Fund

  • Alcoholic Beverages
  • Meals or Refreshment
  • Staff Development
  • Commencement
  • Office / Workspace / Personal Items
  • Staff Retreats
  • Departmental Restrictions
  • Promotional Items
  • Telephone cards for student assistance to teacher
  • Equipment for office use
  • Recruitment
  • Travel

Description

GTAIDS

Grants

Auxiliary

Concession

A&S

Office / Workspace / Personal Items:

. . . .

.

Bottled Water

N

N

N

N

N

Business Cards - Department Approved

Y

Y

Y

N

Y

Clocks, pictures, globes, potted plants

N

N

N
 

Y

N

Congratulatory

N

N

N

Y

Y

Decorative Items - Lamps, statues, pictures

N

N

N

Y

N

Desk accessories - pen, clock set, etc.

N

N

N

Y

N

Donations to Individuals or Associations

N

N

N

Y

N

Employee Gifts (Not awards)

N

N

N

N

N

Commencement Flowers

N

N

N

Y

Y

All Other Flower Arrangements

N

N

N

N

Y

Footrests, Lamps other Ergonomic Items (Note 2)

N

N

N

N

N

Paper Tissues (facial)

N

N

N

N

N

Personal Items

N

N

N

N

N

Personal Journal Subscriptions

N

N

N

N

N

Picture Frames - Decorative

N

N

N

Y

N

. . . . .  

Alcoholic Beverages:

. . . .

.

Fee Collected Events

N

N

N

N

N

Other Events   

N

N

N

Y

N

. . . . . .

Meals or Refreshments:

. . . .

.

Advisory Bodies including Inter-institutional councils, Committees (could be Voluntary)

N

N

N

Y

Y

Expenses for Employee's Spouse if Attendance is Required.

N

N

N

Y

N/A

Expenses associated with events held to recognize professional achievement or significant contribution to higher education by employee or special events for staff development, training, etc.

N

N

N

Y

Y

Expenses for events that serve the higher education interests of the University. i.e., music & band events.

N

N

N

Y

Y

Meals - Employee Recruitment, Official Visitors (A&S positions, Coordinator, Assistant Director and higher only).  Official Visitors

N

N

N

Y

Y

Refreshments - Fee collected events (According to program guidelines)

N

N

Y

N

Y

Refreshments - Institutional Meetings, Conferences, Workshops, Commencements, & Seminars  (According to program guidelines)

N

N

N

Y

Y

Refreshments - Staff / Departmental Meetings  (According to program guidelines)

N

N

N

Y

Y

Visiting Dignitary Entertainment

N

N

N

Y

N

. . . . . .

Departmental Restrictions:

. . . .

.

Employee Parking Passes

N

N

N

N

N

Holiday greeting cards

N

N

N

N

N

Hotel Taxes

Y

Y

Y

N

Y

Employee Gatherings (Parties, Baby Showers, Birthday Celebrations, etc.)

N

N

N

N

N

Plaques, Awards and Gifts - up to $100 - Employees (Note 1)

Y

Y

N

N

Y

Plaques, Awards and Gifts - up to $100 - Others (Note 1)

N

N

N

Y

Y

Rental Space, Travel Costs for Awards Presentation

N

N

Y

Y

Y

Uniforms / Special Clothing - Perquisite List Required

Y

Y

Y

N

Y

Parking Passes - Vendor or General Use

Y

Y

Y

N

Y

Picture Frames - Common Areas

N

N

N

Y

Y

Motivational Posters (Limited dollar amount)

. N

. N

. N

. N

Y

Artwork – Any Area

N

N

N

Y

Y

. . . . .

.

Promotional Items: (Note 3):

. . . .

.

Mugs, Pens, bags, folders (Must be cleared with Purchasing)

N

N

Y

Y

Y

T-shirts - Identification purposes only

N

N

Y

Y

Y

Clothing - not employee perk

N

N

N

Y

Y

Rental space for parties

N

N

Y

N

Y

Sponsorships of Events and Programs

N

N

N

Y

Y

Invitations to University functions

N

N

Y

Y

Y

Travel cost to community banquets

N

N

N

Y

N

Student Giveaways -(Programming and Incentives) $100 limit per item, i.e., sporting event ticket, concerts, small electronics.

N

Y

Y

Y

Y

Taxes / gratuities for meals (up to 15% only)

N

N

Y

Y

Y

Invitations and Publicity for Events

N

N

N

N

Y

Refrigerators, microwaves, coffee maker.  Programming use only

N

N

N

N

Y

           

Equipment for office use:

. . . .

.

Refrigerators - for personal use

N

N

N

N

N

Stoves, microwaves, etc. - personal use

N

N

N

N

N

Fans

N

N

N

N

N

Portable heaters

N

N

N

N

N

Coffee-makers, servers - personal use

N

N

N

N

N

. . . . .

.

Recruitment:

. . . .

.

Advertising, printing, postage

Y

Y

Y

Y

Y

Meals for committee members

N

N

Y

Y

Y

Meals for candidate, spouse (Must provide itemized receipts)

N

N

N

Y

N

Meals gratuities (15% maximum)

Y

Y

Y

Y

Y

Travel expenses for candidate

Y

Y

Y

Y

Y

Student candidate for academic program

N

N

Y

Y

N

. . . . .

.

Commencement:

. . . .

.

Cap and Gown Rental by Staff

Y

Y

N

N

N

Catering

N

N

Y

Y

Y

Flowers

Y

N check with grant

Y

Y

Y

Rental and Space

N

N

Y

Y

Y

Printing for commencement only

Y

Y

Y

Y

Y

. . . . .

.

Staff Development:

. . . .

.

Catering / Purchasing of Food

N

N

Y

Y

Y

On campus rental space

Y

Y

Y

Y

Y

Seminars and Conferences

Y

Y

N

N

Y

Journal Submissions, i.e., to support mission of University or specific College

Y

Y

Y

Y

Y .

Books, references and educational materials

Y

N check with grant

N

N

Y

Journal Submissions, i.e., tenure based or personal

N

N

N

N

N .

Printing of Tenure Materials

N

N

N

N

N .

. . . . .

.

Staff Retreats:          
Catering

N

N

N

. Y

. Y

Rental of Space

Y

Y

Y

. Y

. Y

Travel Costs

N

N

N

. Y

. Y

. . . . . .
Student Programming:
(Per Program Guideline)
. . . . .

Refreshments: Meals, snacks, bottled, water (Program guidelines must be followed)

.

.

.

.

. Y

Paper Goods

.

.

.

.

. Y

Promotional Items and giveaway including t-shirts (program guidelines)

.

.

.

.

. Y

Entertainment: Music, bands, DJ, speakers, movies, tickets to events (purchase order may be required)

.

.

.

.

. Y

Races, Conference Events, or Park Registration Fees or Tickets

.

.

.

.

. Y

Room rentals

.

.

.

.

. Y

Equipment Rental

.

.

.

.

. Y

Refrigerators, microwaves, Fans, coffee makers (if not available from Chartwells)

.

.

.

.

Y

Transportation: Car rental, Gas, Flight, Train, Bus, Taxi, Mileage, per diem rates, tolls, parking, baggage claim fees (follow program guidelines)

.

.

.

.

Y

. . . . .

.

Additional items:

. . . . .

.

Telephone cards for student assistance to teacher

Y

Y

Y

Y

N

NOTES:

1. Gift Cards are limited to research participants ONLY.

2. Payments from Auxiliary funds will generally be a result of revenue producing activities. Resale items may be approved for purchase.

3. Contracts and Grants accounts must have a specific budgetary reference for promotional purposes. Payments from other funds are allowable as long as the purchase supports the primary mission. Statutorily restricted from E&G funds by s1010.08 F.S.

4. Any Expenditure from Concession funds must involve a benefit to the University as a whole, and cannot be misconstrued as a personal expense. Each request will be analyzed for appropriateness on a case by case basis.

This list is not meant to be all-inclusive. Items not mentioned here will be determined on a case by case basis.

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