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EXPENDITURE OF PUBLIC FUNDS
GUIDELINES, STANDARDS, AND LIMITS
SUPPLEMENTAL POLICIES
SLIPPERY ROCK UNIVERSITY
Introduction
In September of 2010, Chancellor Cavanaugh approved EXPENDITURE OF PUBLIC FUNDS
GUIDELINES, STANDARDS, AND LIMITS. This document requires PASSHE universities to develop certain policies related to the use of public funds. The SRU polices below comply with those requirements; they are keyed to the sections in the PASSHE document. The SRU policies supplement, but do not supplant, provisions in the PASSHE document.
Policy Recommendations
K. 4. Staff Retreats, Workshops & Trainings
Employees need to gain written supervisory approval along with secondary approval from the appropriate Vice President , Dean or Designee before using public funds to purchase lunch or refreshments for staff retreats, workshops and trainings. An agenda with the related time span for the event must be submitted with the properly approved request before reimbursement is issued. Only events that span at least five hours and where disbursing for lunch would be disruptive to the event will be approved.
K. 6. A. Meetings and Other Events with Students
Meals can be provided to students when the meals are an integral component of the academic and student life programs and when open to all students. Reimbursements may be made to or on behalf of employees and other attendees only when their presence is legitimately required to achieve the purpose of the event. Examples include: meals provided as part of all day required training conducted by student life and or meals provided as part of an official academic or student life function. In order for the meals to be reimbursed, documentation must be provided that satisfies the requirements of Section D. of EXPENDITURE OF PUBLIC FUNDS GUIDELINES, STANDARDS, AND LIMITS.
Meals provided to students as part of routine classroom activity, including end-of-semester celebrations of parties, will not be reimbursed.
K. 8. A. Staff Recognition Events
Staff recognition events must be open to all staff, although the responsible manager may determine that certain staff members cannot attend due to operational needs of the University. All staff members including second and third shift employees, will have the opportunity to participate in all of the days events with the limitations noted above. Faculty members are recognized at a separate luncheon where all faculty and deans are welcomed.
K. 11. Food and Kitchen Supplies in the Office
The University will neither pay (via procurement card or any other University payment method) nor reimburse for any purchase of bottled water, except as part of light refreshments as noted under Section K. 1. below, or used expressly for the purpose of greeting students , parents , or outside visitors.
L. 2. Greeting Cards and Invitations to Official University Events
For the purpose of this policy the primary individuals who have been delegated authority under this policy are the University Vice Presidents.
The Vice Presidents have delegated authority up to $1,000.
L. 3. B. Employee Awards
Any award for superior achievement must be part of a formal University-wide function. Superior achievement awards are for extraordinary achievement beyond the scope of the specific employee responsibilities. All employees should be eligible for superior achievement awards, although the awards can be segregated by category of employee (e.g., faculty, managers, clerical, maintenance employees, etc.). Awards to employees should include neither cash nor cash equivalents.
Awards for years of service are addressed under section K. 8. A. Staff Recognition Events.
Definitions and Implementation Requirements
B. 3) Appropriate Use of Public Funds
The term minimal is defined as having a value of $50 or less.
K. 1. Light Refreshments/Refreshments
When the spending policy allows for the use of public funds to provide for light refreshments, these should be limited to beverages and light snacks or similar refreshments.
K. 2. Business Meetings with External Parties
To be reimbursed for a business meeting that qualifies under the spending policy, the following must be provided:
Written supervisory approval along with secondary approval from the appropriate Vice President.
An agenda of the meeting clearly indicating that work is being conducted during the meal.
Employees from more than one PASSHE entity or participants who are not PASSHE employees must be present and necessary for the business purpose of the meeting.
An explanation of the outcomes of the meeting.
The time, date, place, business purpose, and attendees of the business meetings.
Maintaining and providing the above documentation is the responsibility of the initiating department.
A dinner or lunch meeting between and among SRU employees will not be reimbursed since there were no outside guests present.
Jan 24, 2011
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