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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




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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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