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Currency [0]/Explanatory TextG5Explanatory Text %0 : Followed Hyperlink 1Good;Good  a%2 Heading 1G Heading 1 I}%O3 Heading 2G Heading 2 I}%?4 Heading 3G Heading 3 I}%235 Heading 49 Heading 4 I}%6( Hyperlink 7InputuInput ̙ ??v% 8 Linked CellK Linked Cell }% 9NeutralANeutral  e%"Normal :Noteb Note   ;OutputwOutput  ???%????????? ???<$Percent =Title1Title I}% >TotalMTotal %OO? Warning Text? Warning Text %XTableStyleMedium9PivotStyleLight168 ``i̜̙3f3333f3ffff333ff333f33f33BBB\` tSheet15 G YesNo FundsSpecial Comments Employee Awards / Incentive Programs Student AwardsNo Institutional Classroom Purposes Congratulatory Individual Membership to: Funeral/Illness:" Administrative Professionals Day Employees: Friends/Donors: Employee Meals: Travel( Grant-in-Aid, Scholarships, Refunds8Includes employees meals, refreshments, travel, flowers,&entertainment (musicians, speakers). 6Care must be exercised in ratio of employees to guestsYes ! Fund Raising Activities, Alumni Activities8May also be paid from restricted gift account. Includes<employee meals, refreshments, travel, entertainment, flowers Dinners/Admissions Charges:External non-profit organizations - may include spouses. 8Focus is not on meal but in support of the organization.! Orientations and Receptions, Department Graduations Community Related Programs," Seminars, Workshops, Conferences" and Continuing Education Courses;of participants are not University employees. Expenses may4include meals, refreshments, entertainment, flowers.:communication or operation of organization/unit. Expenses<Activities organized and presented by College or Department.<mileage (does not include overnight lodging), entertainment,flowers.CategoryTransaction TypeALCOHOLAWARDSCARDS CONTRIBUTIONS&pictures, plants, holiday decorations.3Includes but is not limited to aquariums, flowers, ENTERTAINMENTDUESFLOWERSGIFTSEXPENSESMEALSOFFICEPUBLIC RELATIONS RECRUITMENT REFRESHMENTSFOR DEPARTMENTUSE RELOCATIONSTUDENT ACTIVITIES AND EXPENSES UNIVERSITY, COLLEGE OR DEPARTMENT (Planned luncheon)*Includes bottled water, coffee, soda, etc.DECORATIONS - NON-PUBLIC AREAS3may include employee meals (meals require advance $ (See comments for advance approval)! Professional Organizations Professional Licenses Alcoholic Beverages Appreciation Memorial Retirement Special Occasions Sporting Event Tickets! Entertaining Official Guests% Planning/Administrative Meetings' Recruitment (Prospective Employee) Retirement Dinners& Recruitment (Prospective Employee) Unplanned Working Luncheonsϲ2If gratuity is customary the amount paid should be;an amount that is generally acceptable (not to exceed 20%). Employee Spouse Meals: Gratuity: Student Meals: Residence Hall Programs Graduation /Activities# Orientation Receptions or Dept REIMBURSEMENTMILEAGEcommuting mileageOFFICE EXPENSESIRS Regulations do not Hiring New Employees Moving Supplies Appliances - common area! Appliances - individual offices Decorations/Flowers/Plants Holiday Decorations Pictures, Artwork, DcorPARKING PERMITS BUC$ Cardpermit reimbursement of IFR FundsBUPaid with regular state payroll HONORARIUMStraffic violationsProvided for the publicProvided for employees only6 Discretion should be used in purchasing this category, Appliances must have the energy star label State orExpenditure GuidelinesEmployee from NY State agencyUhttp://www.suny.info/policies/groups/public/documents/policies/pub_suny_pp_037292.htm Civic or Service Club Agency FundsRFANNUAL%approval of the Dean/Vice President) Foundation guests and employee benefits8Reimbursement from actual receipts. Reimbursement shall;follow State per diem. Expenses exceeding per diem must be/justified including but not limited to lodging.No*Yes*as a taxable item. :employees only when required to pay an annual parking fee. Foundation Employee Yes, only afterState Yes**Associate Counsel `*RF: if the gifts are gift cards/certificates, these are considered taxable and will be reported=*RF: Explanation of special occasion purpose must be providedZ*RF: Parking permits for guests permitted. Annual parking permits from discretionary for 6**RF: funds can only be used to reimburse RF employees3Expenses may include employee meals, refreshments, MMembership must be in the name of ϲ and not an individualQ**BUF: valid contract with Executive Director approval (ex. BU Forum June dinner)*BUF: Only donor related Friends/Donors Not allowed from any fundO*Must be official retirement from the University as defined in State of NY and V the gift must be a "token of appreciation and nominal." (BU sets limit of $150)G Air conditioners must be approved and installed by Physical Facilities!Employee parking permits, towing,>*RF: University Sponsored self-supporting event where majority?Pay from actual receipts to guest. Must be business related. # Faculty/Staff Retreats, Planning,# Administrative Training Meetings. Faculty/Staff Orientations Faculty/Staff ReceptionsW*State/IFR: Must be part of Employee Award/Incentive Program approved by the President :*Agency/BUF: prizes, study/case competitions, appreciationG*State/IFR/Agency: Valid contract required and approved by OSC and/or A*Agency/BF/RF: must be a donor or friend with a business purpose.> host of friend or donor. Season tickets are not allowed.**RF: with business reason.A**BUF - in memory gifts to Memorial Courtyard or Honor with Books1*State/IFR: Agenda and list of attendees requiredareas.'Office/Dept. decorations in non-public *State: follow link below:* Faculty/Staff Orientations/ReceptionsRCANDIDATES (NYS POSITIONS) AND/OR GUESTS (SPEAKERS, CONSULTANTS, STUDENT RECRUITS)"Travel expenses (to & from campus)Tcandidate/guest reimbursement on a Travel Voucher. Be sure to identify that you areKcalling from a state agency and are tax exempt. Receipts must be itemized.Rental Vehicle3Guest and employees/students (must use other funds)ECandidate and employees/students (not spouses or family of candidate)}Maximum of 3 employees and/or Binghamton students when candidate has no available business hours and meal time is last resortLodging ExpensesOn-campus housingTRAVELWhen in travel statusGratuityxIf gratuity is customary, the amount paid should be an amount that is generally acceptable, but not to exceed 20 percentbRegistration fees for attendance of community sponsored programs, seminars, workshops, conferencesJIf related to job duties and with advance approval, documentation required1*Recruitment/retention of students is permissible**BUF: Donor related onlyYes***>*State/IFR: must be required for position & benefit University***BUF/RF: Must be appropriate for position Faculty/Staff Orientations)Breakroom supplies (coffee, paper plates, NonSponsoredn***RF: Generally allowable for business related activities directly related to the mission of the University.*RF: May be allowable for business related activities directly related to the mission of the University. Must be approved by the RF Operations Manager<Holiday/Greeting Cards/Sympathy/ Congratulations/Invitations  CONTRACTSo***Contract must with The Research Foundation for SUNY and approved/signed by the RF, not ϲ:**RF: on behalf of office/department and not an individualkRF: Generally allowable for business related activities directly related to the mission of the University.7. These guidelines do not pertain to Research Foundation sponsored projects. Allowability of expenditures is governed by the terms and conditions of each sponsored award. Questions should be directed to Sponsored Funds. PRIZES:justify purchase. Receiving party must sign for the prize.Z*Must be part of a student giveaway and approved with a memo signed by the Division VP to $*Include Agenda & List of Attendees.:*Activities organized to enhance employee performance and Giftcards^***$50 limit per recipient. Receiving party must sign for giftcards. If giftcard Is above $50 Gthreshold a memo fro<m Division VP must be provided to justify purchase.Giveaways (non-giftcards)GUEST EXPENSES**RF: Only to organizations, not individuals, and consistent with the mission of SUNY and the RF. If sponsoring an event hosted by a 3rd party, contributions should be earmarked for programming rather than enterainment, food or beverages. p**RF: Not to exceed $100 and should be comensurate with the contribution that the award is intended to recognizel**RF: Gift Cards for outside organizations are permissible if they further the mission of SUNY and the RF. W**RF: Gift value limited to $25/year for each year of service up to maximum of 30 yearslFor any employee and/or student over the maximum of 3, without written approval from Director of ProcurementC*BUF: Single tickets only. May include employee ticket in role of Note: Sodexo is the exclusive food service/catering provider at BU. Sodexo has the right of refusal for State/IFR funds. Must contact Auxiliarly for catering services outside Sodexo. Faculty/Staff Receptionssilverware, etc.)S*BUF/RF-parking permit reimb for RF employees only. No to towing/traffic violationsUpdated February 20241. These guidelines are intended to assist BU personnel with determining which fund types may be used for various expenditure categories. There may be some exceptions that can't be fully disclosed in this document.2. Unless otherwise specified the person responsible for the account is the minimum level of approval required. (Principal investigator for RF accounts.) 3. Administration may require written justification regarding how the item purchased is program related and/or for the benefit of the University=4. Original itemized receipts are required for reimbursement.x5. Equipment items with a cost of $5,000 or more need to be reviewed to determine if the purchase should be capitalized.6. BUF (ϲ Foundation) may have specific restrictions based on donor intent and account purpose. Many of the expenditure can be approved by the appropriate responsible person.J*Commercial transportation may be purchased on existing NETcard and/or via{*Must be rented by candidate/guest and reimbursed on a Travel Voucher. Mileage and dates must coincide with Travel Office.3*BUF: prizes, study/case competitions, appreciationk**RF: Social Club memberships are not permissible unless approved by the RF Operations Manager or designee.*RF: Permissible if they support a valid business purpose and directly precede or follow a bona fide event that supports a valid SUNY or RF business purpose*BF/RF: with business reason.* RF with business reason.A*BUF/RF: Explanation of special occasion purpose must be provided0*Must be official retirement from the UniversityP*Spouses may also be included in Public Relations Activities and other events. %*In accordance with OSC Travel Manual=*Activities organized and presented by College or Department.qMeals and food supplies at interview/meeting (Breakfast must be served on campus by Campus Food Service Provider)T if over $100. Any other individual employee recognition mementos not to exceed $100 in value.]*State/IFR: Must be part of a Student Award Program approved by the Division VP if over $100.VAny other recognition mementos or incentive program (surveys) must not exceed $100 in 8value per recipient. Receiving party must sign for item. 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