UNIVERSITY-RELATED BUSINESS EXPENSES

INITIATED: DECEMBER 4, 1991

APPROVED: DECEMBER 4, 1991

 

PURPOSE

The purpose of this policy is to provide standards for when University-related business expenses may be paid from University funds.

APPLICABILITY

All Faculty and Staff

POLICY

Definition:

Business expense is any ordinary and necessary expense made for the purpose of carrying on University business. An expense is considered necessary if it is appropriate and helpful to conducting University business. An expense is considered ordinary if it is one that would normally be expected in a situation, even if the situation would seldom arise (source: 1989 U.S. Master Tax Guide, Commerce Clearing House, Inc.).

The business expense must be authorized by the appropriate department head and be properly documented. The following is a list of common business expenses that are allowable for reimbursement and those that are not allowable for reimbursement.

ALLOWABLE

--Reasonable entertainment expenses related to entertaining a University guest may be paid with University funds. The following types of entertainment expenses are allowable:

a) Meals of University guest and employee.
b) Alcoholic beverages.
c) Tickets for University events, including employee tickets.
d) Other reasonable entertainment expenses.

Proper documentation for entertainment expenses includes a receipt, the guest's name, his/her position, the name of the business or organization he/she is representing, and the business purpose.

--Employee's meals in the Marquette and surrounding area are reimbursed if the employee is entertaining a University guest. Employee meals may also be reimbursed if the employee is attending a conference or meeting where participation is not limited to University employees.

–Employee travel expense reimbursement is governed by the University’s travel policies. Employee’s spouse travel will be reimbursed, consistent with University travel policies, if the spouse’s travel is approved by the President of the University.

–Office get-togethers may be paid from University funds if the purpose of the event is to recognize an employee(s), or for planning purposes, or for staff training purposes. Office get-togethers must be authorized by the appropriate vice president.

–Expenditures in excess of $5,000 for gifts or awards will be made only if approved in advance by the Executive Committee of the Board of Control. (Approved by the Board of Control on December 13, 1991.)

NOT ALLOWABLE

–Tickets for political fund raisers.

–Items that are for the personal benefit of the employee authorizing the purchase.

REFERENCES

None.

INITIATING DEPARTMENT/DIVISION

Controller, ext. 2054