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BUSINESS PURPOSE DESCRIPTION JOB AID by HC12070408633

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									         BUSINESS PURPOSE DESCRIPTION JOB AID
                          The Office of Academic Affairs

                What, who, where, why = Business Purpose

 EXPENDITURE          COMPONENTS            EXAMPLE OF               EXAMPLE OF
    TYPE                  OF                APPROPRIATE                  NON-
                      DESCRIPTION             BUSINESS              APPROPRIATE
                                              PURPOSE                  BUSINESS
                                                                       PURPOSE
Pcard Transactions                         Purchased 12 copies     Purchased 12 copies
                                           of the book Hamlet      of Hamlet.
                                           so our professors
                                           can explore the
                     Documentation         teachings of
                     should include        Shakespeare to their
                     “why” the item is     students in more
                     being purchased for   detail.
Pcard Transactions   your department       Gift Card purchased     Gift card purchased
                                           as staff appreciation   for OAA graduate
                                           for Jane Doe in         student.
                                           recognition for her
                                           hard work as a
                                           graduating student
                                           in OAA.
Travel                                     Traveler will be        Traveler will be
                                           attending an            attending a
                                           Academic                conference on
                     Documentation         Admissions              recruitment for
                     should include        Councilor               incoming freshmen.
                     where the traveler    conference on how
                     went on the trip,     to recruit incoming
                     what the purpose      freshmen from rural
                     was and how it        areas.
Travel               affected their job    Went to Columbus        Held health
                     here at the           State to promote        coaching sessions at
                     university            health wellness and     external client’s
                                           to hold health          locations.
                                           coaching sessions at
                                           external client’s
                                           locations affiliated
                                           with OSU.
 EXPENDITURE      COMPONENTS                EXAMPLE OF              EXAMPLE OF
    TYPE              OF                    APPROPRIATE                  NON-
                  DESCRIPTION                 BUSINESS             APPROPRIATE
                                              PURPOSE                 BUSINESS
                                                                      PURPOSE
Business Meals                             Ima Buckeye            Ima Buckeye, Joe
                                           (OSU), Joe Gray        Gray, and Dr. Smith
                                           (OSU), and Dr.         had dinner to talk
                                           Smith (Cincinnati      about Hydrogen
                                           University) had        Vehicles.
                                           dinner (6 PM) at
                                           the Buckeye Café
                                           on August 21, 2009
                 Documentation             to plan a talk Dr.
                 should include            Smith will be giving
                 where the meal took       on the effects of
                 place, who was            Hydrogen vehicles
                 present at the meal,      to first year
                 their affiliation, date   Engineering
                 and time, as well as      students at OSU.
Business Meals   what the purpose          Dr. Scarlet (OSU)      Dr. Scarlet (OSU)
                 was and how it            and Dr. Gray           and Dr. Gray
                 relates to their job      (UCLA) had lunch       (UCLA) had lunch
                 here at the               (1 PM) at Panera       at Panera to discuss
                 university.               Bread on July 22,      research
                                           2009 to discuss        collaboration
                                           research               opportunities.
                                           collaboration
                                           opportunities in the
                                           area of language
                                           processing for OR’s
                                           Center for Cognitive
                                           Science.
EXPENDITURE    COMPONENTS                EXAMPLE OF              EXAMPLE OF
   TYPE       OF DESCRIPTION             APPROPRIATE                  NON-
                                           BUSINESS             APPROPRIATE
                                           PURPOSE                  BUSINESS
                                                                    PURPOSE
Cell Phone    Documentation             Ima Buckeye must       Ima Buckeye needs
Allowances    should include “why”      have uninterrupted     cell phone service
              the cell phone /          phone service as       due to her position
              internet is necessary     part of the ORIS       in ORIS. Verizon,
              for the individual’s      support team in        $40/month
              business needs, the       order to ensure she
              time period of the        can be reached at in
              request, the service      time for critical IT
              provider, initial costs   needs. 10/1/09 –
              (equipment or set up /    10/1/10 Verizon
              installation), and        Wireless $0 initial
              monthly charges.          equipment (existing
                                        line), $40 monthly
                                        costs.

								
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