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 |