Get documents about "Guest Appearance Contract
Description
Guest Appearance Contract document sample
Document Sample
Ohio University Purchasing Grid
Notes:
For grants and contracts, please refer to each individual grant or contract for allowable expenditures.
For state constructions projects (fund 6200), expenditures only allowable on Purchase Orders.
For Foundation accounts, please refer to the guidelines of each account for allowable expenditures.
For rebill accounts, expenditures are subject to agreements reached with outside parties, but should not go beyond what is allowable.
Departmental guidelines may be more restrictive than the general guidelines. Always consult your department prior to incurring any expense.
NOTE: SHIPPING ITEMS TO HOME ADDRESSES IS NOT ALLOWABLE.
Natural Allowable Method of
Type Circumstances Examples Account Funding Source Payment Policy/Guidance Comments/ Documentation
Petty Payrol Date
University Foundation DP PO Pcard Updated
Cash l
Annual auditing
Fiscal year end audit Subject to bid limits: $25,000 for
Accounting and Auditing Fees procedures performed 185000 X X X X 55.012 Nov-09
fees goods & $50,000 for services
by an outside firm
Annual Accreditation
fees for the Council for
Accreditation on
Annual university
Counseling and Related
accreditation for
Accreditation/Certification Educational Programs, 520000 X X X X X 03.020 Jul-09
programs, labs, or
baccalaureate
colleges
accreditation application
fee, program
accreditation fee
Advertising for
Advertising For competitive bids competitive bids in 971400 X X X X X 55.012 Not subject to bid limits Nov-09
newspapers
Advertising for job
positions in newspapers, Not permitted on state contruction
Advertising For job positions 540000 X X X X X 55.012 Nov-09
magazines, online, radio, projects
etc.
Pens, shirts, pamphlets,
Advertising Promotional 545000 X X X X X 55.012 Not subject to bid limits Nov-09
circulars, magazines, etc.
Hanger fees for
Payments for aircraft Subject to bid limits: $25,000 for
Aircraft Hangar Fees airplanes/aircraft for 642000 X X X X X 55.012 Nov-09
rental space goods & $50,000 for services
Univeristy-owned aircraft
Airplane tie-
Payments for aircraft Subject to bid limits: $25,000 for
Aircraft Tie-Down Fees down/parking fees for 642000 X X X X X 55.012 Nov-09
parking goods & $50,000 for services
Univeristy-owned aircraft
-Subject to bid limits: $25,000 for
Payments for aircraft Refueling charges for
Airplane/Jet Fuel 30000 X X X X X 55.012 goods & $50,000 for services Nov-09
fuel Univeristy-owned 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 Nov-09
landing goods & $50,000 for services
Incentive programs
designed to increase: -See documentation tab.
Productivity 195000 -Item may be taxable.
Awards Employee recognition X X X X X X 40.011 Jun-07
Attendance 766000 -You must submit an
General employee Employee Awards Request.
morale or health
C:\Docstoc\Working\pdf\83c49081-569f-435a-9750-02747bd86292.xls 1
Notes:
For grants and contracts, please refer to each individual grant or contract for allowable expenditures.
For state constructions projects (fund 6200), expenditures only allowable on Purchase Orders.
For Foundation accounts, please refer to the guidelines of each account for allowable expenditures.
For rebill accounts, expenditures are subject to agreements reached with outside parties, but should not go beyond what is allowable.
Departmental guidelines may be more restrictive than the general guidelines. Always consult your department prior to incurring any expense.
NOTE: SHIPPING ITEMS TO HOME ADDRESSES IS NOT ALLOWABLE.
Natural Allowable Method of
Type Circumstances Examples Account Funding Source Payment Policy/Guidance Comments/ Documentation
Petty Payrol Date
University Foundation DP PO Pcard Updated
Cash l
Distinguished Professor
Award, Ohio University
Outstanding Classified
Employee of the Year,
Official Achievement Outstanding -See documentation tab.
Awards 765900 X X X X X May-09
Awards Administrator Award, -May be taxable.
etc., Plaques,
certificates, other
recognition items1
May only be paid for if specifically
listed on the conference agenda
and included in the registration
Part of a conference 461900
Beverages (alcoholic) X X X X X cost. Only the identifiable part of Jun-07
registration 410000
the registration fee that relates to
alcohol should be charged to
natural account 461900.
Used in catering/food
Beverages (alcoholic) 800000 X X X X X Jun-07
preparation
Used in official
Beverages (alcoholic) 461900 X X X X 03.016, 41.121 See documentation tab Jun-07
University entertainment
Employees' daily
Beverages (nonalcoholic) consumption within coffee, water 461900 X X X X 03.016 Jun-07
office
Beverages (nonalcoholic) For common areas in a lobby/waiting area 461900 X X X X X Jun-07
Beverages (nonalcoholic) For students 461900 X X X X X Jun-07
Broadband internet
Monthly broadband
Broadband internet service service allowance for
internet service not allowable 55.075 Jul-09
allowance convenience of
allowance
employer
Donation of cadaver to Payment to funeral home Subject to bid limits: $25,000 for
Cadaver 1890000 X X X X 55.012 Nov-09
university for delivery of cadaver goods & $50,000 for services
Payment for purchase Purchase of cadavers as Subject to bid limits: $25,000 for
Cadaver 300000 X X X X X 55.012 Nov-09
of cadaver medical supplies goods & $50,000 for services
Cell phone not allowable 55.075 Not allowed Jul-09
Cell phone allowance
Monthly cell phone
Cell phone allowance for convenience of 178100 X 55.075 Jul-09
expenses
employer
Reimbursement of cell
Cell phone service not allowable 55.075 Not allowed Jul-09
phone service charges
C:\Docstoc\Working\pdf\83c49081-569f-435a-9750-02747bd86292.xls 2
Notes:
For grants and contracts, please refer to each individual grant or contract for allowable expenditures.
For state constructions projects (fund 6200), expenditures only allowable on Purchase Orders.
For Foundation accounts, please refer to the guidelines of each account for allowable expenditures.
For rebill accounts, expenditures are subject to agreements reached with outside parties, but should not go beyond what is allowable.
Departmental guidelines may be more restrictive than the general guidelines. Always consult your department prior to incurring any expense.
NOTE: SHIPPING ITEMS TO HOME ADDRESSES IS NOT ALLOWABLE.
Natural Allowable Method of
Type Circumstances Examples Account Funding Source Payment Policy/Guidance Comments/ Documentation
Petty Payrol Date
University Foundation DP PO Pcard Updated
Cash l
actual extra expenses of
business calls made
Reimbursement for using their own cell
Cell phone usage 557000 X X X 55.075 Jul-09
infrequent use phone (i.e., business
phone with roaming
charges)
Engineer's license, boiler
Required certification to license, doctor's license,
Certification and Licensing perform job duties and copyrights, notary fees,
520000 X X X X X 03.020 Not subject to bid limits Nov-09
fees the university must have drug license, royalty
direct benefit fees, vendor's license,
operator's license
Gift to charitable
Charitable Contributions Any not allowable Not allowed Sep-07
organization
Reimburse/pay for buss
Travel expenses for an
pass for a graduate
Commuting charges employee to commute not allowable Nov-09
assistant to commute to
to work
work
Decorations must serve Dining
Services' official University
Decorations Dining Services 365900 X X X X X 42.501 Jun-07
function. Holiday decorations
should be secular in nature.
Decorations must be for public
Decorations For University buildings 765900 X X X X 42.501 Jun-07
areas.
Only allowed for
donation in lieu of
flowers in memory of
employee, employee's 03.016
Donation in lieu of $50 limit for donation in lieu of
Donation/Charitable parent, employee's
flowers to organization, 765900 X X X flowers. Any other donation or Jul-09
contribution child, employee's
not individual. charitable contribution prohibited.
spouse, employee's
domestic partner,
student, or those with a
business relationship
Decoration of official
Flowers entertainment and 765900 X X X X 03.016 Jun-07
events
Employees for
Flowers 765900 X X X X 03.016 See documentation tab Jun-07
professional purposes
External persons with
Flowers philanthropic 765900 X X X X 03.016 See documentation tab Jun-07
relationships
Flowers Funeral of benefactor 765900 X X X X 03.016 See documentation tab Jun-07
C:\Docstoc\Working\pdf\83c49081-569f-435a-9750-02747bd86292.xls 3
Notes:
For grants and contracts, please refer to each individual grant or contract for allowable expenditures.
For state constructions projects (fund 6200), expenditures only allowable on Purchase Orders.
For Foundation accounts, please refer to the guidelines of each account for allowable expenditures.
For rebill accounts, expenditures are subject to agreements reached with outside parties, but should not go beyond what is allowable.
Departmental guidelines may be more restrictive than the general guidelines. Always consult your department prior to incurring any expense.
NOTE: SHIPPING ITEMS TO HOME ADDRESSES IS NOT ALLOWABLE.
Natural Allowable Method of
Type Circumstances Examples Account Funding Source Payment Policy/Guidance Comments/ Documentation
Petty Payrol Date
University Foundation DP PO Pcard Updated
Cash l
The definition of immediate family
Funeral of employee or found in
Flowers member of employee's 765900 X X X X 03.016 OHIO policy 04.030 applies to all Jun-07
immediate family employees in relation to
condolence flowers.
03.016
Flowers Funeral of student 765900 X X X X X X X Jul-09
Funeral of student's 03.016
Flowers not allowable Not allowed Nov-09
family
Hospitalized employee
(or similar
Flowers 765900 X X X X 03.016 See documentation tab Jun-07
circumstances including
hospice)
Hospitalized student (or
Flowers similar circumstances 765900 X X X X 03.016 See documentation tab Nov-09
including hospice)
Retired emeritus
Flowers professor, former not allowed not allowed Nov-09
employees
Necessary expenditures
Fundraising relating to the 763900 X X X X 03.016 Jun-07
Foundation's goals
Reimbursement for tank
Use Voyager Card provided with
Gasoline Fleet Vehicle of gasoline instead of X X Sep-07
Fleet vehicle.
mileage
Reimbursement for tank
Gasoline Personal Vehicle of gasoline instead of not allowable Not allowed Sep-07
mileage
Reimbursement for tank
For rental vehicles while on travel
Gasoline Rental Vehicle of gasoline instead of 400000 X X X X 41.121 Sep-07
status.
mileage
Purchase SAMS Club
Gift Cards/Certificates For Purchasing supplies giftcard from Walmart for not allowable Not allowed Nov-09
purchasing supplies
Gift Cards/Certificates Prizes 756900 X X X X Must be substantiated Nov-09
Research Subject
Gift Cards/Certificates For Research Advances 020009 X X X X Research Advance Through Advance Process Jul-09
Payment
Research Subject
Gift Cards/Certificates Substantiated Payments 179000 X X X X Research Advance Jul-09
Payment
Gifts Going-away not allowable Not allowed Jun-09
C:\Docstoc\Working\pdf\83c49081-569f-435a-9750-02747bd86292.xls 4
Notes:
For grants and contracts, please refer to each individual grant or contract for allowable expenditures.
For state constructions projects (fund 6200), expenditures only allowable on Purchase Orders.
For Foundation accounts, please refer to the guidelines of each account for allowable expenditures.
For rebill accounts, expenditures are subject to agreements reached with outside parties, but should not go beyond what is allowable.
Departmental guidelines may be more restrictive than the general guidelines. Always consult your department prior to incurring any expense.
NOTE: SHIPPING ITEMS TO HOME ADDRESSES IS NOT ALLOWABLE.
Natural Allowable Method of
Type Circumstances Examples Account Funding Source Payment Policy/Guidance Comments/ Documentation
Petty Payrol Date
University Foundation DP PO Pcard Updated
Cash l
Persons external to the
University who have a
Must not exceed $100 per person
business or
Gifts 765900 X X X X 03.016 per calendar year. Jun-07
advancement
May be taxable.
relationship to the
University
Must not exceed $100 per person
Gifts Promotional logo items 545000 X X X X X per calendar year. Jun-07
May be taxable.
Must not exceed $400 per person.
Gifts Retirement cash, chairs, coverlets 764900 X X X X X X Jun-07
May be taxable.
Must not exceed $100 per person
Gifts Students for graduation 765900 X X X X 03.016 per calendar year. Jun-07
May be taxable.
Expenditures necessary Must not exceed $100 per person
Goodwill to create community varies X X X X 03.016 per calendar year. Jun-07
among alumni May be taxable.
Expenditures necessary Must not exceed $100 per person
Goodwill to create community varies X X X X 03.016 per calendar year. Jun-07
goodwill May be taxable.
Must be a person external to the
Greeting cards any 765900 X X X X 03.016 University with a business Jun-07
relationship.
Payment to any non-
employee individual for
making a requested
Non-contractual Must be less than or equal to
guest appearance such
payments for guest $1,000
Guest Appearance as speakers (including 190000 X X X Jul-09
appearances less than or Taxable
"show-up" fees) who do
equal to $1,000
not require payment in
return for their
appearance.
Payment to any non-
employee individual for
making a requested
Non-contractual Must be less than or equal to
guest appearance such
payments to speakers $1,000
Honorarium as speakers (including 190000 X X X Jul-09
less than or equal to Taxable
"show-up" fees) who do
$1,000
not require payment in
return for their
appearance.
C:\Docstoc\Working\pdf\83c49081-569f-435a-9750-02747bd86292.xls 5
Notes:
For grants and contracts, please refer to each individual grant or contract for allowable expenditures.
For state constructions projects (fund 6200), expenditures only allowable on Purchase Orders.
For Foundation accounts, please refer to the guidelines of each account for allowable expenditures.
For rebill accounts, expenditures are subject to agreements reached with outside parties, but should not go beyond what is allowable.
Departmental guidelines may be more restrictive than the general guidelines. Always consult your department prior to incurring any expense.
NOTE: SHIPPING ITEMS TO HOME ADDRESSES IS NOT ALLOWABLE.
Natural Allowable Method of
Type Circumstances Examples Account Funding Source Payment Policy/Guidance Comments/ Documentation
Petty Payrol Date
University Foundation DP PO Pcard Updated
Cash l
Reimbursement of
Hotel Internet Charges internet charges while 500000 X X X X Jul-09
on business
Reimbursement of
Hotel Internet Charges internet charges while not allowable Not allowed Jul-09
on vacation
Inspection fees
Fire protection
Inspection Fees associated with fire 520000 X X X X X 55.012 Not subject to bid limits Nov-09
inspection fees
safety, elevators,etc
Interest from invoice date
if 30 days or older and
Department needs to state reason
Late Charges Any payment was not made 700000 X X X ORC 126.30 Sep-07
for delinquency on DP form.
because of Ohio
University delinquency
Must be initiated by Legal Affairs
Reimbursement for and approved by the VP of Finance
Legal Settlements Any 701000 X X X X Sep-07
personal damages and Administration and Tax
Compliance Manager.
-No reimbursement to individuals
will be made
Individual membership in Only allowed for:
Memberships Discretionary in nature professional 520000 X X X X X 03.020 -Renewals Aug-09
organizations -Three years or less
-Minimum savings of $100 (vs.
annual membership)
-Total cost less than $5,000
Limited to President and sr. admins
Memberships and Dues Civic or social clubs 520000 X X X X 03.016 (Provost, VPs, and Deans). May be Sep-07
taxable.
-Accrediting orgs.
-College/University
associations -No reimbursement to individuals
-Secondary school orgs. will be made
-Governmental Only allowed for:
Professional
Memberships and Dues sponsored groups 520000 X X X X 03.020 -Renewals Aug-09
organizations
-Industrial and -Three years or less
commercial orgs. -Minimum savings of $100 (vs.
-Professional societies annual membership)
-organizations related to -Total cost less than $5,000
work being performed
Itunes download for
For University
Music Downloads university sponsored not allowable Nov-09
sponsored events
event
Parking Tickets External not allowable Not allowed Sep-07
C:\Docstoc\Working\pdf\83c49081-569f-435a-9750-02747bd86292.xls 6
Notes:
For grants and contracts, please refer to each individual grant or contract for allowable expenditures.
For state constructions projects (fund 6200), expenditures only allowable on Purchase Orders.
For Foundation accounts, please refer to the guidelines of each account for allowable expenditures.
For rebill accounts, expenditures are subject to agreements reached with outside parties, but should not go beyond what is allowable.
Departmental guidelines may be more restrictive than the general guidelines. Always consult your department prior to incurring any expense.
NOTE: SHIPPING ITEMS TO HOME ADDRESSES IS NOT ALLOWABLE.
Natural Allowable Method of
Type Circumstances Examples Account Funding Source Payment Policy/Guidance Comments/ Documentation
Petty Payrol Date
University Foundation DP PO Pcard Updated
Cash l
Issued from Parking Contact Parking Services for
Parking Tickets Internal not allowable Sep-07
Services resolution
Passport Photos Any not allowable Not allowed Sep-07
Passports Any not allowable Not allowed Sep-07
Personal services rendered by Payments to attorneys, Subject to bid limits: $25,000 for
Payments to individuals
attorneys, laywers, judges, or laywers, judges, or any goods & $50,000 for services
in the legal profession 181000 X X X X 55.012 Nov-09
any member of the legal member of the legal Can only be paid for by Legal
external to the university
profession profession Affairs
Expenditures necessary
President's Office to the fulfillment of varies X X X X 03.016 Jun-07
duties
Purchase of regalia for
Regalia not allowable Not allowed Sep-07
graduation
Rental of regalia for
Regalia 765900 X X X X X Rental allowable Sep-07
graduation
Must substantiate advance with
Advances to
names, addresses, and SSNs of
Research Subjects Payments researchers to pay for 020009 X X X Research Advance Jul-09
individuals advancing funds to in
human subjects
excess of $100 per study.
From discretionary Must be paid through individual
Scholarships/ Fellowships 1710000 X 03.016 Jun-07
accounts student accounts.
Security Deposits Housing not allowable Not allowed Sep-07
Purchase of magazines,
Shipping items to home books, towels, etc. and Shipping any items to home
not allowable Jul-09
address shipping to home address is not allowable.
address
Payment to any non-
employee individual for
making a requested
Non-contractual Must be less than or equal to
guest appearance such
payments as show up $1,000
Show up fees as speakers (including 190000 X X X Jul-09
fees less than or equal to Taxable
"show-up" fees) who do
$1,000
not require payment in
return for their
appearance.
Must be infrequent. May include
Social gatherings/Parties Departmental Retirement 461900 X X X X 03.016 Jun-07
families.
Social gatherings/Parties Going-away not allowable Nov-09
Speeding Tickets not allowable Not allowed Sep-07
Funds to support a
registered student Sponsorship/Funding to Must be a registered student
Sponsorship 796000 X X X Jul-09
organization with the a student organization organization
Bursar
C:\Docstoc\Working\pdf\83c49081-569f-435a-9750-02747bd86292.xls 7
Notes:
For grants and contracts, please refer to each individual grant or contract for allowable expenditures.
For state constructions projects (fund 6200), expenditures only allowable on Purchase Orders.
For Foundation accounts, please refer to the guidelines of each account for allowable expenditures.
For rebill accounts, expenditures are subject to agreements reached with outside parties, but should not go beyond what is allowable.
Departmental guidelines may be more restrictive than the general guidelines. Always consult your department prior to incurring any expense.
NOTE: SHIPPING ITEMS TO HOME ADDRESSES IS NOT ALLOWABLE.
Natural Allowable Method of
Type Circumstances Examples Account Funding Source Payment Policy/Guidance Comments/ Documentation
Petty Payrol Date
University Foundation DP PO Pcard Updated
Cash l
See Student Payment Click on Student Payment Release
Student Payments Various Student Payments Jul-09
Release Form 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 Sep-07
-Renewals
-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 Sep-07
-No reimbursements to individuals
will be made
Must be for entertainment of
Tickets Athletic Events 461900 X X X X 03.016 individuals with a business or Jun-07
philanthropic relationship.
For University events for Academic
Tickets Season Tickets 461900 X X X X 03.016 and Executive Officers and their Jun-07
spouses. May be taxable.
Towing Personal vehicle not allowed Not allowed Sep-07
For spouses - no See departmental guidelines.
Travel and Entertainment demonstrated business 400000 X X X X 03.016 Taxable to the employee as Jun-07
purpose additional compensation.
For spouses - with
Travel and Entertainment demonstrated business 400000 X X X X X 41.121 Requires prior approval. Jun-07
purpose
For employees working
Visas 700000 X X X X X May be taxable Sep-07
abroad
Application for
For employees working permanent resident
Visas not allowable Not allowed Jul-09
at the University status-reimbursed to the
employee
H1-required to pay
For employees working Must go through International
Visas directly to the federal 702000 X X X X Jul-09
at the University Student & Faculty Services
government
For foreigners coming to Please check with International
Visas 700000 X X X X X Sep-07
the University Student and Faculty Services.
Notes:
C:\Docstoc\Working\pdf\83c49081-569f-435a-9750-02747bd86292.xls 8
Notes:
For grants and contracts, please refer to each individual grant or contract for allowable expenditures.
For state constructions projects (fund 6200), expenditures only allowable on Purchase Orders.
For Foundation accounts, please refer to the guidelines of each account for allowable expenditures.
For rebill accounts, expenditures are subject to agreements reached with outside parties, but should not go beyond what is allowable.
Departmental guidelines may be more restrictive than the general guidelines. Always consult your department prior to incurring any expense.
NOTE: SHIPPING ITEMS TO HOME ADDRESSES IS NOT ALLOWABLE.
Natural Allowable Method of
Type Circumstances Examples Account Funding Source Payment Policy/Guidance Comments/ Documentation
Petty Payrol Date
University Foundation DP PO Pcard Updated
Cash l
1
Must be given in recognition of religious, charitable
scientific, educational, artistic, literary, or civic
achievement. Recipient must be selected without any
action on his part to enter the contest or proceeding and
the recipient must not be required to render substantial
future services as a condition to receiving the prize or
award.
Revised 11/09
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Documentation for Meals, Entertainment, and Gifts
Overview:
When purchasing a gift or award or paying for a meal 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
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