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

pCard

A&S

Office / Workspace / Personal Items:

.

Bottled Water

N

N

N

N

N

N

Business Cards - Department Approved

Y

Y

Y

N

N

Y

Clocks, pictures, globes, potted plants

N

N

N

Y

N

N

Congratulatory

N

N

N

Y

N

Y

Decorative Items - Lamps, statues, pictures

N

N

N

Y

N

N

Desk accessories - pen, clock set, etc.

N

N

N

Y

N

N

Donations to Individuals or Associations

N

N

N

Y

N

N

Employee Gifts (Not awards)

N

N

N

N

N

N

Commencement Flowers

N

N

N

Y

N

Y

All Other Flower Arrangements

N

N

N

N

N

Y

Footrests, Lamps other Ergonomic Items (Note 2)

N

N

N

N

N

N

Leather Portfolios

N

N

N

N

N

N

Paper Tissues (facial)

N

N

N

N

N

N

Personal Items

N

N

N

N

N

N

Personal Journal Subscriptions

N

N

N

N

N

N

Picture Frames - Decorative

N

N

N

Y

N

N

.

Alcoholic Beverages:

.

Fee Collected Events

N

N

N

N

N

N

Other Events   

N

N

N

Y

N

N

.

Meals or Refreshments:

.

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

N

N

N

Y

N

Y

Expenses for Employee's Spouse if Attendance is Required.

N

N

N

Y

N

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

N

Y

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

N

N

N

Y

N

Y

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

N

N

N

Y

N

Y

Refreshments - Fee collected events (According to program guidelines)

N

N

Y

N

N

Y

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

N

N

N

Y

N

Y

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

N

N

N

Y

N

Y

Visiting Dignitary Entertainment

N

N

N

Y

N

N

.

Departmental Restrictions:

.

Employee Parking Passes

N

N

N

N

N

N

Holiday greeting cards

N

N

N

N

N

N

Hotel Taxes

Y

Y

Y

N

N

Y

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

N

N

N

N

N

N

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

Y

Y

N

N

N

Y

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

N

N

N

Y

N

Y

Rental Space, Travel Costs for Awards Presentation

N

N

Y

Y

Y

Y

Uniforms / Special Clothing - Perquisite List Required

Y

Y

Y

N

N

Y

Parking Passes - Vendor or General Use

Y

Y

Y

N

N

Y

Picture Frames - Common Areas

N

N

N

Y

N

Y

.N

.N

.N

.N

.N

.Y

Artwork – Any Area

N

N

N

Y

N

Y

.

Promotional Items: (Note 3):

.

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

N

N

Y

Y

N

Y

T-shirts - Identification purposes only

N

N

Y

Y

N

Y

Clothing - not employee perk

N

N

N

Y

N

Y

Rental space for parties

N

N

Y

N

N

Y

N

N

N

Y

N

Y

Invitations to University functions

N

N

Y

Y

N

Y

Travel cost to community banquets

N

N

N

Y

N

N

N

Y

Y

Y

N

Y

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

N

N

Y

Y

N

Y

N

N

N

N

N

Y

N

N

N

N

N

Y

Equipment for office use:

.

Refrigerators - for personal use

N

N

N

N

N

N

Stoves, microwaves, etc. - personal use

N

N

N

N

N

N

Fans

N

N

N

N

N

N

Portable heaters

N

N

N

N

N

N

Coffee-makers, servers - personal use

N

N

N

N

N

N

.

Recruitment:

.

Advertising, printing, postage

Y

Y

Y

Y

N

Y

Meals for committee members

N

N

Y

Y

N

Y

Meals for candidate, spouse (Must provide itemized receipts)

N

N

N

Y

N

N

Meals gratuities (15% maximum)

Y

Y

Y

Y

N

Y

Travel expenses for candidate

Y

Y

Y

Y

Y

Y

Student candidate for academic program

N

N

Y

Y

N

N

.

Commencement:

.

Cap and Gown Rental by Staff

Y

Y

N

N

N

N

Catering

N

N

Y

Y

N

Y

Y

N check with grant

Y

Y

N

Y

Rental and Space

N

N

Y

Y

Y

Y

Printing for commencement only

Y

Y

Y

Y

Y

Y

.

Staff Development:

.

Catering / Purchasing of Food

N

N

Y

Y

N

Y

On campus rental space

Y

Y

Y

Y

N

Y

Seminars and Conferences

Y

Y

N

N

Y

Y

Y

Y

Y

Y

Y

Y.

Books, references and educational materials

Y

N check with grant

N

N

N

Y

N

N

N

N

N

N.

N

N

N

N

N

N.

.

N

N

N

.Y

N

.Y

N

N

N

.Y

N

.Y

N

N

N

.Y

N

.Y

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

.

.

.

.

.Y

.Y

Paper Goods

.

.

.

.

.Y

.Y

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

.

.

.

.

.Y

.Y

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

.

.

.

.

.Y

.Y

Races, Conference Events, or Park Registration Fees or Tickets

.

.

.

.

.Y

.Y

Room rentals

.

.

.

.

.Y

.Y

Equipment Rental

.

.

.

.

.Y

.Y

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

.

.

.

.

Y

Y

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

.

.

.

.

Y.

Y

.

Additional items:

.

Telephone cards for student assistance to teacher

Y

Y

Y

Y

Y

N

NOTES:

1. Only for recognition of satisfactory Service.

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

3. Promotional Items from GTAIDS must be in line with the department's primary function and be included in the approved departmental budget. 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.

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