Virginia Tech® home

Matrix of Allowable Expenses

  Commodity/Procurement Type University Funds Private VTF Funds

Alcohol

Alcoholic beverages if it is reasonable in relation to the event and location.

Unallowable

Allowable

Awards & Recognition (Non-Cash)

Employee recognition awards for exemplary service, retirement recognition, etc.

Allowable in accordance with university Policy 4335: Employee Awards and Recognition Programs

Allowable

 

Student recognition awards for extraordinary accomplishments or contributions to the university.

Allowable

Allowable

 

Non-employees and volunteers with a bona fide business purpose.

Allowable

Allowable

Employee Clothing

Clothing not considered a uniform (e.g. polos, quarter zips, jackets, etc.) for university employees.

Unallowable

Allowable - up to $100 per employee per calendar year

Employee Compensation 

NOTE: University employees may have all or a portion of their salary, wages,and related benefits charged to Private VTF Funds.


Salary, wages, and related benefits for university employees.

Allowable

Allowable

Flowers/Plants

Public events with a bona fide business purpose (e.g., Commencement, Charter Day, public performances).

Allowable

Allowable

 

Public/common area in order to improve

Unallowable

Allowable - up to $150

 

Non-employees and volunteers with a bona fide business purpose.

Unallowable

Allowable - up to $150

 

Death of an employee's immediate family member (spouse, parent, step-parent, sibling, or child).

Unallowable

Allowable - up to $150

Food (Catering, Business Meals, etc.)

NOTE: Food for all on-campus activities must be purchased through America -To-Go


Internal trainings, multi-department meetings, annual planning events, and other university business activities.

Allowable - up to 150% maximum per diem in accordance with university Procedure 20310a: Business Meals and Refreshments. Advanced food approval required for purchases using E&G funds.

Allowable - up to three times maximum per diem

 

Catering/business meals involving external parties (e.g. meals with candidates, potential donors, guest speakers, etc.). Tip not to exceed 20%.

Allowable - up to 150% maximum per diem in accordance with university Procedure 20310a: Business Meals and Refreshments. Advanced food approval required for purchases using E&G funds.

Allowable - up to three times maximum per diem

 

Events with students

Allowable - up to 150% maximum per diem in accordance with university Procedure 20310a: Business Meals and Refreshments. Advanced food approval required for purchases using E&G funds.

Allowable - up to three times maximum per diem

 

Retirement and employee appreciation events

Allowable in accordance with university Policy 4335: Employee Awards and Recognition Programs. Advanced food approval required for purchases using E&G funds.

Allowable - up to three times maximum per diem

Goods and Services

NOTE: All purchasing activities shall follow established procurement procedures. The University may use Private VTF funds for official university business activities that comply with donor intent, separately or in conjunction with other university funds.


Goods and services necessary for the operation of the university and in support of the university's mission.

Allowable

Allowable

Gifts (Non-Cash)

Given in appreciation for a donation, service, etc.

Unallowable

Allowable - up to $100

Honoraria

NOTE: Honoraria may not be provided to current university employees or students.


Payment in appreciation for a service (i.e. guest speaker) and there is no requirement for payment on the part of the vendor.

Allowable with appropriate documentation

Allowable with appropriate documentation

Office Beverages

Coffee, tea, water, or other beverages for office visitors and guests

Unallowable

Allowable

Travel - Air and Rail Tickets

Economy class tickets

Allowable

Allowable

 

Domestic airfare - Upgraded ticket class

Unallowable

Allowable for Business and Premium Economy class upgrades. First class is strictly prohibited.

 

International airfare - Upgraded ticket class

Allowable in accordance with university Procedure 20335e: Air Transportation.

Allowable for Business and Premium Economy class upgrades. First class is strictly prohibited.

 

Seat selection fees

Unallowable

Allowable

 

Baggage fees

Allowable

Allowable

Travel - Lodging

Lodging for individuals (employees, students, and guests) traveling for a university business purpose.

Allowable - up to 200% maximum GSA lodging rate for that location in accordance with university Procedure 20335b: Hotel and Motel Accommodations.

Allowable - With appropriate documentation for rates exceeding three times GSA lodging rate for that location.

 

Cleaning, resort, and other mandatory fees associated with the booking

Allowable

Allowable

Travel - Parking and Tolls

Parking and road tolls

Allowable in accordance with university Procedure 20335d: Ground Transportation. Receipts required for expenses exceeding $75 per day.

Allowable

Travel - Rental Vehicles

Rental vehicles for individuals (employees, students, and guests) traveling for a university business purpose.

Allowble

Allowable

 

Pre-paid refueling through the rental agency

Unallowable

Allowable

 

GPS

Unallowable

Allowable

 

Insurance

Allowable for employees only during international travel. Non-employees may accept insurance when traveling domestically.

Allowable for employees only during international travel. Non-employees may accept insurance when traveling domestically.

Travel - Taxi & Driver Services

Taxi to include maximum tip amount not to exceed 20%.

Allowable

Allowable