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Ohio Univ ersity Purchasing Grid
Please see additional information at the bottom of the grid.
NOTE: Individual department heads may set an internal, departmental policy that is more (but not less) restrictive than a University policy when circumstances dictate but may not violate the letter or spirit of any University policy.
NOTE: All expenditures are expected to be reasonable, to have a direct University business purpose, and to be compatible with and enhance its educational mission.
NOTE: SHIPPING ITEMS TO HOME ADDRESSES IS NOT ALLOW ABLE.
Allow able Method of Payment
Universit Foundatio Petty
Natural DP PO Pcard Payroll Policy/Guidanc Comments/
Type Circumstances Examples y Funding n Funding Payment Payment Payment
Cash
Payment
Effective Date
Account Source Source
Payment e Documentation
Annual auditing procedures
Subject to bid limits: $25,000 for
Accounting and Auditing Fees performed by an outside Fiscal year end audit fees 185000 X X X X 55.012 11/9/2009
goods & $50,000 for services
firm
Annual Accreditation fees for the Council for
Annual university Accreditation on Counseling and Related
Accreditation/Certification accreditation for programs, Educational Programs, baccalaureate 520000 X X X X X 03.020 7/21/2009
labs, or colleges accreditation application fee, program
accreditation fee
Advertising For competitive bids Advertising for competitive bids in newspapers 971400 X X X X X 55.012 Not subject to bid limits 11/9/2009
Advertising for job positions in newspapers, Not permitted on state construction
Advertising For job positions 540000 X X X X X 55.012 11/9/2009
magazines, online, radio, etc. projects for obtaining OU FTEs
Pens, shirts, pamphlets, circulars, magazines,
Advertising Promotional 545000 X X X X X 55.012 Not subject to bid limits 11/9/2009
etc.
Payments for aircraft rental Hanger fees for airplanes/aircraft for Subject to bid limits: $25,000 for
Aircraft Hangar Fees 642000 X X X X X 55.012 11/9/2009
space University-owned aircraft goods & $50,000 for services
Payments for aircraft Airplane tie-down/parking fees for University- Subject to bid limits: $25,000 for
Aircraft Tie-Down Fees 642000 X X X X X 55.012 11/9/2009
parking owned aircraft goods & $50,000 for services
Departments may not purchase tickets
from a specific airline to take
Ticket charge to go toward advantage of frequent flier miles if
Airline Travel 400000 X X X 41.121 12/30/2010
frequent flier miles another airline's cost is lower --
please note: from Ohio Ethics
Commission opinion
-Subject to bid limits: $25,000 for
Refueling charges for University-owned
Airplane/Jet Fuel Payments for aircraft fuel 300000 X X X X X 55.012 goods & $50,000 for services 11/9/2009
aircraft
-Preferred use of multiservice card
Payments to airports for Subject to bid limits: $25,000 for
Airport Charges Landing fees 700000 X X X X X 55.012 11/9/2009
landing goods & $50,000 for services
Incentive programs designed to increase: -See documentation tab.
Employee recognition -- p-
Productivity 195000 -Item may be taxable.
Awards cards may not be used to X X X X X X 40.011 6/1/2007
Attendance 766000 -You must submit an
purchase gift cards
General employee morale or health Employee Awards Request.
Distinguished Professor Award, Ohio
Official Achievement University Outstanding Classified Employee of
Awards - p-cards may not the Year, Outstanding Administrator Award, -See documentation tab.
Awards 765900 X X X X X 5/1/2009
be used to purchase gift etc., Plaques, certificates, other recognition -May be taxable.
cards items1
Alcohol acceptable in moderation, not
Entertaining official to exceed 2 drinks per person, may not
Beverages (alcoholic) 461900 X X X X 41.123 12/30/2010
university guests exceed 1 drink per hour -- must be
incidental to a meal
Unsalted foods must be made
Served at official University
Beverages (alcoholic) 461900 X X X X 24.001 available in quantities sufficient for 12/30/2010
events
the number of guests
May only be paid for if specifically
listed on the conference agenda and
Part of a conference 461900 included in the registration cost. Only
Beverages (alcoholic) X X X X X 6/1/2007
registration 410000 the identifiable part of the registration
fee that relates to alcohol should be
charged to natural account 461900.
May only be paid for if specifically
listed on the conference agenda and
Conferences offered by the
Beverages (alcoholic) 461900 X X X X included in the registration cost. You 12/30/2010
University
must include the agenda with the
billing.
Used in catering/food
Beverages (alcoholic) 800000 X X X X X 6/1/2007
preparation
Employees' daily
Beverages (nonalcoholic) coffee, water 461900 X X X X 03.016 6/1/2007
consumption within office
Beverages (nonalcoholic) For common areas in a lobby/waiting area 461900 X X X X X 6/1/2007
Beverages (nonalcoholic) For students 461900 X X X X X 6/1/2007
Booth or exhibit space Subject to bid limits: $25,000 for
Art exhibit space 545000 X X X X X 55.012 12/9/2009
reservation goods & $50,000 for services
Broadband internet service
Broadband internet service Monthly broadband internet service not allowable 7/21/2009
for convenience of employer
Donation of cadaver to Subject to bid limits: $25,000 for
Cadaver Payment to funeral home for delivery of cadaver 1890000 X X X X 55.012 11/9/2009
university goods & $50,000 for services
Payment for purchase of Subject to bid limits: $25,000 for
Cadaver Purchase of cadavers as medical supplies 300000 X X X X X 55.012 11/9/2009
cadaver goods & $50,000 for services
including cell phone
Cell phone cell batteries, car charges, cases, etc. not allowable 55.075 Not allowed 7/21/2009
accessories
Cell phone allowance for
Cell phone allowance Monthly cell phone expenses 178100 X 55.075 7/21/2009
convenience of employer
Reimbursement of cell
Cell phone service not allowable 55.075 Not allowed 7/21/2009
phone service charges
actual extra expenses of business calls made
Reimbursement for
Cell phone usage using their own cell phone (i.e., business 557000 X X X 55.075 7/21/2009
infrequent use
phone with roaming charges)
Required certification to Engineer's license, boiler license, doctor's
perform job duties and the license, copyrights, notary fees, drug license,
Certification and Licensing fees 520000 X X X X X 03.020 Not subject to bid limits 11/9/2009
university must have direct royalty fees, vendor's license, operator's
benefit license
Charitable Contributions Any Gift to charitable organization not allowable Not allowed 9/1/2007
For researchers working
Citizenship Exam not allowable Personal in Nature 12/30/2010
for the University
providers external to the Subject to bid limits: $25,000 for
Clip charges Reading and clip charges 500000 X X X X X 55.012 12/9/2009
University goods & $50,000 for services
Travel expenses for an
Reimburse/pay for bus pass for a graduate
Commuting charges employee to commute to not allowable 11/9/2009
assistant to commute to work
work
Data communications fees, on-line data
Computer service lines and for University departmental exchange fees, network fees, internet provider Subject to bid limits: $25,000 for
500000 X X X X X 55.012 12/9/2009
computer search charges use service fees, internet site license fees, satellite goods & $50,000 for services
feed time fees
-Must be under $5,000
Consultant fee or professional -Subject to bid limits: $25,000 for
external to Ohio University Consultant fee or professional opinion fees 184000 X X X X 55.012 12/9/2009
opinion fees goods & $50,000 for services
Copyright fees Copyright fees 500000 X X X X X 55.012 12/9/2009
Cork Fees Restaurant Charge for opening wine 461900 X X X 12/30/2010
Decorations for official University
Decorations Dining Services 365900 X X X X X 42.501 function. Holiday decorations should 6/1/2007
be secular in nature.
Decorations For University buildings 765900 X X X X 42.501 Decorations must be for public areas. 6/1/2007
charges for a delay in Subject to bid limits: $25,000 for
Demurrage Demurrage charges on canisters/cylinders 300000 X X X X X 55.012 12/9/2009
shipping goods & $50,000 for services
SAM's Club membership; United Airlines Red
Discount Club Memberships not allowable 12/9/2009
Carpet Club membership
Only allowed for donation in
lieu of flowers in memory of
employee, employee's 03.016
$50 limit for donation in lieu of
parent, employee's child, Donation in lieu of flowers to organization, not
Donation/Charitable contribution 765900 X X X flowers. Any other donation or 7/21/2009
employee's spouse, individual.
charitable contribution prohibited.
employee's domestic
partner, student, or those
with a business relationship
Does not include charges for dry
Charges for dry cleaning or laundering of
Dry cleaning/laundry 600000 X X X X X 55.012 cleaning of uniforms or other 12/9/2009
costumes, linens, etc.
personal items
For attendance at any
school with which Ohio Educational Benefits
Employee Fee Waiver 251000 X X X X May be taxable 12/30/2010
University has a reciprocity website
agreement
Fees paid to outside
independent businesses for
providing labor. Such
persons performing the Fees paid to ATCO, Manpower, Career Subject to bid limits: $25,000 for
External employment services 188000 X X X X X 55.012 12/9/2009
labor are not O.U. Connections, etc. for temporary employment goods & $50,000 for services
Employees but are
employees of the outside
business.
External employment services for
Subject to bid limits: $25,000 for
law enforcement and campus external to Ohio University Payments for law enforcement/security 181500 X X X X 55.012 12/9/2009
goods & $50,000 for services
security fees
-Must be under $5,000
-Subject to bid limits: $25,000 for
Film development Expenses for developing film 300000 X X X X X 55.012 12/9/2009
goods & $50,000 for services
-Not on grant accounts
-Must be under $5,000
-Subject to bid limits: $25,000 for
Film for photography Photography film 300000 X X X X X 55.012 12/9/2009
goods & $50,000 for services
-Not on grant accounts
-Must be under $5,000
-Subject to bid limits: $25,000 for
Film supplies Instructional purposes Film supplies 320000 X X X X X 55.012 12/9/2009
goods & $50,000 for services
To protect in case of
Flight Insurance cancelled flight -- foreign For Foreign Flights only 400000 X X X 41.121 12/30/2010
flights only
03.016
Decoration of official
Flowers 765900 X X X X 6/1/2007
entertainment and events
03.016
Employees for professional
Flowers 765900 X X X X See documentation tab 6/1/2007
purposes
03.016
External persons with
Flowers 765900 X X X X See documentation tab 6/1/2007
philanthropic relationships
03.016
Flowers Funeral of benefactor 765900 X X X X See documentation tab 6/1/2007
m
The definition of im ediate family
03.016
Funeral of employee or found in
Flowers member of employee's 765900 X X X X OHIO policy 04.030 applies to all 6/1/2007
immediate family employees in relation to condolence
flowers.
03.016
Flowers Funeral of student 765900 X X X X X X See documentation tab 7/21/2009
03.016
Flowers Funeral of student's family not allowable Not allowed 11/9/2009
03.016
Hospitalized employee (or
Flowers similar circumstances 765900 X X X X See documentation tab 6/1/2007
including hospice)
03.016
Hospitalized student (or
Flowers similar circumstances 765900 X X X X See documentation tab 11/9/2009
including hospice)
Retired emeritus professor,
Flowers not allowed not allowed 11/9/2009
former employees
Applies to food and drinks
served on the Ohio Must contact Catering Office in Baker
Coffee, tea, other non-alcoholic beverages,
Food and beverages University campus or at varies X X X X X 47.015 University Center if the cost of 12/30/2010
food
University-sponsored catering exceeds $250
events
03.016
Necessary expenditures
Fundraising relating to the Foundation's 763900 X X X X 6/1/2007
goals
Reimbursement for tank of gasoline instead of Use Voyager Card provided with
Gasoline Fleet Vehicle X X 9/1/2007
mileage Fleet vehicle.
Reimbursement for tank of gasoline instead of
Gasoline Personal Vehicle not allowable Not allowed 9/1/2007
mileage
Reimbursement for tank of gasoline instead of For rental vehicles while on travel
Gasoline Rental Vehicle 400000 X X X X 41.121 9/1/2007
mileage status.
Purchase SAMS Club gift card from Wal-Mart
Gift Cards/Certificates For Purchasing supplies not allowable Not allowed 11/9/2009
for purchasing supplies
Gift Cards/Certificates Prizes 765900 X X X X Must be substantiated 11/9/2009
Research Advance
Gift Cards/Certificates Research Subject Payment For Research Advances 020009 X X X X Through Advance Process 7/21/2009
Request Form
Research Advance
Gift Cards/Certificates Research Subject Payment Substantiated Payments 179000 X X X X 7/21/2009
Request Form
Gifts Going-away not allowable Not allowed 6/9/2009
Persons external to the
03.016
University who have a Must not exceed $100 per person per
Gifts business or advancement P-cards may not be used to purchase gift cards 765900 X X X X calendar year. 6/1/2007
relationship to the May be taxable.
University
Promotional -- p-cards may Must not exceed $100 per person per
Gifts not be used to purchase gift logo items 545000 X X X X X calendar year. 6/1/2007
cards May be taxable.
Retirement -- p-cards may
Must not exceed $400 per person.
Gifts not be used to purchase gift cash, chairs, coverlets 764900 X X X X X X 6/1/2007
May be taxable.
cards
03.016
Students for graduation -- p- Must not exceed $100 per person per
Gifts cards may not be used to 765900 X X X X calendar year. 6/1/2007
purchase gift cards May be taxable.
03.016
Expenditures necessary to Must not exceed $100 per person per
Goodwill create community among varies X X X X calendar year. 6/1/2007
alumni May be taxable.
03.016
Must not exceed $100 per person per
Expenditures necessary to
Goodwill varies X X X X calendar year. 6/1/2007
create community goodwill
May be taxable.
03.016
Must be a person external to the
Greeting cards any 765900 X X X X University with a business 6/1/2007
relationship.
Payment to any non-
employee individual for
making a requested guest
Must be less than or equal to $1,000
appearance such as Non-contractual payments for guest
Guest Appearance 190000 X X X Taxable 7/21/2009
speakers (including "show- appearances less than or equal to $1,000
up" fees) who do not
require payment in return
for their appearance.
Refreshments for holiday gatherings including Holiday Expenditure
Holiday Gatherings Not Allowable 12/30/2010
drinks, food, etc. Memo
Payment to any non-
employee individual for
making a requested guest
Must be less than or equal to $1,000
appearance such as Non-contractual payments to speakers less
Honorarium 190000 X X X Taxable 7/21/2009
speakers (including "show- than or equal to $1,000
up" fees) who do not
require payment in return
for their appearance.
Reimbursement of internet
Hotel Internet Charges 500000 X X X X 7/21/2009
charges while on business
Reimbursement of internet
Hotel Internet Charges not allowable Not allowed 7/21/2009
charges while on vacation
University Courtyard, other University Employees must receive a stipend to
Housing Leases For employees Not allowable 12/30/2010
temporary housing while relocating cover housing costs
Housing is allowed to take apartment
deposits that cover damage including
Not allowable
OU Department Key keys; FOR ALL OTHER
Key Deposits / Reimbursements For students Lockers, offices, etc. except for 12/30/2010
Request & Agreement DEPARTMENTS PLEASE USE
HOUSING
THE KEY REQUEST FORM -- see
link in previous cell
For visiting professors, Not taxable per IRS section 119:
Temporary Guest Housing 792000 X X X 12/30/2010
scholars, etc. Business purpose and temporary
Immunizations Required immunizations for foreign travel, etc. not allowable 12/9/2009
Fire protection inspection Inspection fees associated with fire safety,
Inspection Fees 520000 X X X X X 55.012 Not subject to bid limits 11/9/2009
fees elevators, etc.
Subject to bid limits: $25,000 for
Insurance Insurance fees for an art exhibit 710000 X X X X X 55.012 12/9/2009
goods & $50,000 for services
Meals for interview candidate (internal and
Meals for interview
external) with employees; spouses may be
Interview Meals candidate (internal and 421000 X X X X X 12/30/2010
included only if internal and external spouses
external) with employees
are present
Interest from invoice date if 30 days or older
Ohio Revised Code Department needs to state reason for
Late Charges Any and payment was not made because of Ohio 700000 X X X 9/1/2007
126.30 delinquency on DP form.
University delinquency
Must be initiated by Legal Affairs and
approved by the VP of Finance and
Legal Settlements Any Reimbursement for personal damages 701000 X X X X 9/1/2007
Administration and Tax Compliance
Manager.
Major Medical, Eye Care, and Medical insurance, Eye Care insurance, Life
Group 3 Employees not allowable 41.010 12/30/2010
Life Insurance insurance, etc.
Medical exams Payment for a student athlete medical exam varies X X X X X 12/30/2010
Reimbursement to employee for medical exam
Medical exams not allowable 12/30/2010
fees
Medical services; personal
-Must be under $5,000 to be paid via
services rendered by physicians,
DP
dentists, medical technicians,
external to Ohio University Consultant fee or professional opinion fees 182000 X X X X 55.012 -Subject to bid limits: $25,000 for 12/9/2009
massage therapists, or physical
goods & $50,000 for services
therapists; blood alcohol tests, or
-Not on grant accounts
employee drug testing
Directive from Safety and Risk
medicine or drugs not
Management: reasons for not
purchased by Hudson
allowing OTC ingestible medicines --
Health, College of
Medicine/Drugs/First Aid Kits Tylenol, Advil, ibuprofen, aspirin, etc. not allowable (1) No assurance against tampering 12/30/2010
Medicine, Campus
(2) Medications expire and are not
Recreation or athletic
always removed or replaced (3)
training
Allergic reactions are possible
-No reimbursement to individuals will
be made
Only allowed for:
Individual membership in professional
Memberships Discretionary in nature 520000 X X X X X 03.020 -Renewals 8/20/2009
organizations
-Three years or less
-Minimum savings of $100 (vs. annual
membership)
-Total cost less than $5,000
Confirmation from President's
Memberships and Dues Social clubs Country club memberships Not allowable 12/30/2010
office_08.03.10
03.016
Limited to President and sr. admins
Memberships and Dues Civic clubs Rotary club memberships 520000 X X X X (Provost, VPs, and Deans). May be 12/30/2010
taxable.
-No reimbursement to individuals will
-Accrediting orgs.
be made
-College/University associations
Allowable for initial membership dues
-Secondary school orgs.
to join an organization or Renewals
Memberships and Dues Professional organizations -Governmental sponsored groups 520000 X X X X 03.020 6/10/2010
- Membership period must be 3 years
-Industrial and commercial orgs.
or less
-Professional societies
-Minimum savings of $100 (vs. annual
-organizations related to work being performed
membership)
-Total cost less than $5,000
For University sponsored
Music Downloads ITunes download for university sponsored event not allowable 11/9/2009
events
Only allowed in lieu of
flowers in memory of
employee, employee's 03.016
$100 limit for tangible item in lieu of
parent, employee's child,
Memorial Gifts Fruit baskets, coverlets, etc. in lieu of flowers 765900 X X X flowers. Only allowed one tangible 12/30/2010
employee's spouse,
item per occurrence.
employee's domestic
partner, student, or those
with a business relationship
Parking Tickets External not allowable 47.001 Not allowed 9/1/2007
Contact Parking Services for
Parking Tickets Internal Issued from Parking Services not allowable 47.001 9/1/2007
resolution
Passport Photos Any not allowable Not allowed 9/1/2007
Only allowable for student
Passports athletes traveling abroad 700000 X X X X 12/30/2010
for their sport
Passports Any not allowable Not allowed 9/1/2007
Performer, musician, disc jockey,
Payments to performer, musicians, disc
or singer fees; security fees for
jockeys, or singer fees; security fees for
performances; fireworks display Subject to bid limits: $25,000 for
external to Ohio University performances; fireworks display fees; live plant 185900 X X X X 55.012 12/9/2009
fees; live plant maintenance fees; goods & $50,000 for services
maintenance fees; contest judge fees; art juror
contest judge fees; art juror for
for exhibit fees
exhibit fees
Subject to bid limits: $25,000 for
Personal services rendered by Payments to individuals in
Payments to attorneys, lawyers, judges, or any goods & $50,000 for services
attorneys, lawyers, judges, or any the legal profession 181000 X X X X 55.012 11/9/2009
member of the legal profession Can only be paid for by Legal
member of the legal profession external to the university
Affairs
Departments paying for
Not taxable for non-degree student
Ping Passes passes for student groups OPIE and Sogeti 520000 X X X 12/30/2010
groups with a business purpose
and other visiting groups
03.016
Expenditures necessary to
President's Office varies X X X X 6/1/2007
the fulfillment of duties
D:\Docstoc\Working\pdf\e38139fc-08ce-4319-8c72-99afc4981df7.xlsx 1
Please see additional information at the bottom of the grid.
NOTE: Individual department heads may set an internal, departmental policy that is more (but not less) restrictive than a University policy when circumstances dictate but may not violate the letter or spirit of any University policy.
NOTE: All expenditures are expected to be reasonable, to have a direct University business purpose, and to be compatible with and enhance its educational mission.
NOTE: SHIPPING ITEMS TO HOME ADDRESSES IS NOT ALLOW ABLE.
Allow able Method of Payment
Universit Foundatio Petty
Natural DP PO Pcard Payroll Policy/Guidanc Comments/
Type Circumstances Examples y Funding n Funding Payment Payment Payment
Cash
Payment
Effective Date
Account Source Source
Payment e Documentation
Annual auditing procedures
Subject to bid limits: $25,000 for
Accounting and Auditing Fees performed by an outside Fiscal year end audit fees 185000 X X X X 55.012 11/9/2009
goods & $50,000 for services
firm
All requests for printing
services will be submitted University stationery, letterhead, envelopes,
Printing Services varies X X 55.035 11/9/2009
to Printing Resource business cards, memo pads,
Center (PRC)
stringer charges; piano tuning; catering; lab
analysis fees ( air samples, etc.); auctioneer
services; supervision or hosting of student
teachers; hosting a student field experience;
web site creation or non-contract maintenance;
web site hosting; ticket return account services;
-Must be under $5,000 to be paid via
custom software development; fingerprint or
DP for consultants
background check (via web check or other);
Professional services external to Ohio University 189000 X X X X 55.012 -Subject to bid limits: $25,000 for 12/9/2009
vehicle registration check; veterinary service;
goods & $50,000 for services
conference management; pest or termite
-Not on grant accounts
control; exterminator; copy editing;
proofreading; interpreter (spoken & sign
language); photography; aircraft pilot;
conducting informational survey; medical
billing service; training services; DNA
sequencing
If $'s per page are offered it is not an
Professional services external to Ohio University Writers for Ohio Review, etc. 189000 X X X Honoraria and is considered a 12/30/2010
professional service
-Must be under $5,000
Professional services rendered -Subject to bid limits: $25,000 for
external to Ohio University Consultant fee or professional opinion fees 183000 X X X X 55.012 12/9/2009
by architects or engineers goods & $50,000 for services
-Must be under $5,000
Radiation monitoring film -Subject to bid limits: $25,000 for
Film badges 300000 X X X X X 55.012 12/9/2009
badges goods & $50,000 for services
Purchase of regalia for
Regalia not allowable Not allowed 9/1/2007
graduation
Rental of regalia for
Regalia 765900 X X X X X Rental allowable 9/1/2007
graduation
Must substantiate advance with
Advances to researchers to Research Advance names, addresses, and SSNs of
Research Subjects Payments 020009 X X X 7/21/2009
pay for human subjects Request Form individuals advancing funds to in
excess of $100 per study.
Security Deposits Housing not allowable Not allowed 9/1/2007
Purchase of magazines, books, towels, etc. and Shipping any items to home address
Shipping items to home address not allowable 7/21/2009
shipping to home address is not allowable.
Payment to any non-
employee individual for
making a requested guest
Must be less than or equal to $1,000
appearance such as Non-contractual payments as show up fees
Show up fees 190000 X X X Taxable 7/21/2009
speakers (including "show- less than or equal to $1,000
up" fees) who do not
require payment in return
for their appearance.
Parties recognizing birthdays, anniversaries,
Social gatherings/Parties Departmental not allowable 12/30/2010
etc.
03.016
Infrequent social gatherings not personal in
Social gatherings/Parties Departmental 461900 X X X X 12/30/2010
nature
03.016
Must be infrequent. May include
Social gatherings/Parties Departmental Retirement 461900 X X X X 6/1/2007
families.
Social gatherings/Parties Going-away not allowable 11/9/2009
All requests for purchase
Departments may not purchase space heaters --
of space heaters must be Only Facilities Management may
Space Heaters if you have a heating issue please contact 300000 X X X X X 44.105 4/1/2011
submitted to Facilities purchase space heaters
Facilities Management
Management
Speeding Tickets not allowable Not allowed 9/1/2007
Funds to support a
registered student Must be a registered student
Sponsorship Sponsorship/Funding to a student organization 796000 X X X 7/21/2009
organization with the organization
Bursar
Click on Student Payment Release
Student Payments Various See Student Payment Release Form Student Payments 7/21/2009
Form and click on appropriate tab
-Must be delivered to an OU address
-No reimbursements to individuals
will be made
Only allowed for:
Subscriptions Greater than one year Professional periodicals 500000 X X X X X -Renewals 9/1/2007
-Three years or less
-Minimum savings of $100 (vs. annual
subscriptions)
-Total cost less than $5,000
-Must be delivered to an OU address
Subscriptions One year or less Professional periodicals 500000 X X X X X -No reimbursements to individuals 9/1/2007
will be made
Supplies for official
Napkins, paper towels, cups, spoons, forks, 461000 or
entertainment or business X X X X X 12/30/2010
plates, etc. 461900
meetings
-Must be for entertainment of
03.016 individuals with a business or
philanthropic relationship.
Tickets Athletic Events 461900 X X X X 6/1/2007
-See Documentation tab for
substantiation requirements.
-May be taxable.
03.016
Part of an infrequent
Tickets departmental social 461900 X X X X May be taxable 12/1/2009
gathering with family
-Must be for entertainment of
03.016 individuals with a business or
Event at Templeton-Blackburn Alumni philanthropic relationship.
Tickets Performance 461900 X X X X 11/9/2009
Memorial Auditorium -See Documentation tab for
substantiation requirements.
-May be taxable.
-For University events for Academic
03.016 and Executive Officers and their
spouses.
Tickets Season Tickets 461900 X X X X 6/1/2007
-See Documentation tab for
substantiation requirements.
-May be taxable.
-Must be for entertainment of
03.016 individuals with a business or
philanthropic relationship.
Tickets Social Events Alumni Gala 461900 X X X X 11/9/2009
-See Documentation tab for
substantiation requirements.
-May be taxable.
47.001 -See Documentation tab for
Towing Personal vehicle not allowed
substantiation requirements. 9/1/2007
not allowable --
Except for 47.001
Towing Charges External Moving University Vehicles for lot closure 12/30/2010
Parking
Services
For spouses - no
Travel and Entertainment demonstrated business 400000 X X X X 03.016 -May be taxable. 6/1/2007
purpose
For spouses - with
Travel and Entertainment demonstrated business 400000 X X X X X 41.121 Requires prior approval. 6/1/2007
purpose
For employees working
Visas Foreign travel for conferences and research 700000 X X X X X May be taxable 12/1/2009
abroad
For employees working at Application for permanent resident status-
Visas not allowable Not allowed 7/21/2009
the University reimbursed to the employee
For employees working at H1-required to pay directly to the federal Must go through International Student
Visas 702000 X X X X 7/21/2009
the University government & Faculty Services
For foreigners coming to Please check with International
Visas 700000 X X X X X 9/1/2007
the University Student and Faculty Services.
Waterless disinfectant hand For use in a University
300000 X X X X X 12/30/2010
wash, tissues Common Area only
Notes:
For grants and contracts, please refer to each individual grant or contract for allowable expenditures.
Listed below are various policies that relate to purchasing of goods or services (note: this is not an exhaustive listing of applicable policies):
03.016: Foundation Expenditures
03.020: Payment of Memberships and Dues in Selected Organizations
24.001: Alcoholic Beverages on University Proper and in Fraternity and Sorority Houses
40.011: Employee Recognition Award
41.010: Administrative Contract Employees Benefits Policy
41.121: Reimbursement for Official Travel and Entertainment
41.123: Entertaining Official Guests
42.501: Decorations in University Buildings
44.105: Fire Emergencies
47.015: Catering
55.003: Purchasing Authority: Vendor Selection, Personal Purchases, Land and Building Acquisition, Conflict-of-Interest
55.012: Purchasing - Direct Payment
55.035: Purchasing - Printing Procurement
55.075: Cell Phones
Link to Ohio University Policy and Procedure Search Home Page
Revised 11/10
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Documentation for Meals, Entertainment, Tickets, and Gifts
Overview:
When purchasing a gift or award or paying for a meal, ticket, or entertainment, detailed documentation is
required. This information is necessary to identify the business purpose of the transaction. It is also important
in case the transaction is later audited by an outside party including a grantor or the IRS. This detail protects
the department and the individual who made the transaction from potentially having it disallowed and
repayment sought. Finally, these transactions may have tax consequences for the beneficiaries for which the
University is accountable.
Required documentation:
For each transaction, please include the following information:
Who the beneficiary is and the beneficiary's relationship to the University
What is being paid and
For gifts - the amount per person if there are multiple beneficiaries
Why the expense occurred
Where the expense/event occurred
When the expense/event occurred
Examples:
Note: For all meetings, please include the topic discussed.
Meal/Entertainment
Who (and their relationship to the University):
Bob Cat, interview candidate
John Brown, Assistant VP
Jane Williams, Director of Department
Sue Smith, Other Director
What: Meal
Why: Interview of new manager
Where: Baker Center State Room
When: September 14, 2006 @ 12:00 p.m.
Note : An itemized receipt must be obtained for all meals and entertainment. Expenses for alcohol should
be charged for a Foundation account. (OHIO Policy 03.016)
Gift
Who: Bob Cat, student
What: plaque, cost = $20.00
Why: Annual Award for Top Education graduate
Where: College of Education Annual Award Ceremony, Baker Center
When: June 1, 2007 @ 7:00 p.m.
Flowers
Who: Bob Cat, employee
What: floral arrangement
Why: the death of Bob's father, James Cat
Where: n/a
When: n/a
Tickets
Who: Bob Cat, donor
What: Tickets for athletic/social event or performance
Why: donor relations
Where: Peden Stadium, Athens
When: October 3, 2007 @ 2:00 p.m.
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