Expenditure documentation should provide sufficient background information to respond to the following questions:
|Why||Explain the purpose, detail the reason, or describe how the expenditure relates to the departmental program for which the funds were granted or appropriated.|
|When||Provide the date if an expenditure of funds is for a specific event, long- distance telephone call, etc.|
|Where||List the location of the event.|
|Who||When an expenditure is for an item where there is the “appearance of a personal benefit (e.g., travel, entertainment, refreshments, etc.), you must provide documentation indicating those persons involved/attending the event for which the expenditure applies.|
In addition to answering the above questions, documentation should be sufficient to indicate that the primary purpose of the expenditure is for the benefit of the university and, therefore, is not for the direct benefit of any employee. The guidelines listed above are not intended for procurement of equipment, material or services requiring the use of a university purchase requisition. Please refer to the University Purchases and Stores Manual for those requirement
Individuals designated as Account Custodians have the responsibility to ensure that proper documentation procedures are followed for the accounts which they control, and to ensure that only authorized expenditures are made from their accounts. Lack of appropriate documentation will be considered cause for nonpayment or non-reimbursement of expenditures.
> The benefit to be derived and eligibility for membership is due to the individual’s position in the University, and
> The individual’s association membership terminates at the same time the employee terminates employment with the University.
Reminder – Payment for membership dues in civic or political organizations, and “clubs” or like organizations are not permitted from any university fund source.
Questions regarding documentation or the appropriateness of an expenditure should be directed to the University Controller’s Office, Accounts Payable Manager.