9.10 Updates
9.10 Updates
last updated: 10/24/2011
Online update 10/24/2011
Updated the procedure for freight and utility invoices in Table 2.
Superseded Section
Online update 10/03/2011
Updated to reflect procedural changes resulting from the implementation of UAccess Financials
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Online update 02/01/2011
Added paragraph 2.c - Time limitation - to clarify 60 day time limit for reimbursing employees for business related expenses as a qualified tax-free payment, bringing the Accountable Plan in compliance with IRS code.
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Online update 01/18/2011
Updated Table 2 to reflect changes to DakotaCom.net
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Online update 06/23/2010
Change: Added #14 - Conferences -
Under General Guidelines and Definitions
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Online update 04/20/2010
Updated Table 4 - employee reimbursements are no longer processed through the Payroll System
Return to 9.10, Requisitions/Reimbursements
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Online update 07/02/2008
Changed wording in Employee Recognition Awards Table from "less than $400" to "no more than $400"
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Online update 06/10/2008
Updated Table 1, to include books with the Subscriptions Category of Expenditure
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Online update 05/05/2008
Updated Table 1 to remove statement that office coffee, tea or water is purchased as a business entertainment expense.
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Online update 04/17/2008
Updated Table 1 to indicate that Employee Recruiting, Employee Relocation, and Subscriptions expenses are restricted but may be allowable on some Sponsored Accounts.
Return to 9.10, Requisitions/Reimbursements
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Online update 01/07/2008
Updated Table 1, adding some clarification to Interviewing and Recruiting expenses
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Online update 04/09/2007
Added information regarding Student Recruitment Expenses to Table 1
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Online update 02/27/2007
Change: Added "passports and related expenses" to unallowable personal expenses listed in Paragraph 6. g.
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Online update 02/01/2007
Change: Removed documentation requirement for Resident Aliens in table 2
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Online update 09/01/2006
- Table 3 - Added requirement for Principal Investigator
review and approval of invoices for consulting services and
subcontracts on grant and contract accounts
- All tables - Added "itemized" to "original receipts".
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Online update 08/03/2006
Changes:
--Paragraph 3 - Employee Recognition - identifies when a taxable or non-taxable award occurs.
--Table 1 - Clarifies that water (similar to office coffee and
tea) is allowed on local funds as a business entertainment
expense.
--Table 2, Note 3 - Clarifies that itemized restaurant
receipts are required for business meetings and business
entertainment
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Online update 07/24/2006
Change: Added contact information to report misuses and abuses
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Online update 06/16/2006
Change: Table 2 - Increased the subject payment amount, not subject to ssn reporting, to < = $50.
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Online update 10/03/2005
- Updated per recommendation of Authorized Signer Committee to provide support for Dual Signature Authority
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Online update 06/01/2005
- University Attorney's Office name updated to Office of General Counsel.
- Table 2 - Departmental awards to employees - paid in accordance with Employee Recognition procedures
rather than with a Supplemental Compensation Form.
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Online update 04/15/2005
- Modified Table 3, Check Request Approval Requirements, to indicate that all
Check Requests can be sent to FSO-Operations. If
Purchasing approval is required, Operations will electronically route the Check Request to Purchasing.
- Table 4, paragraph 4 - changed Accounts Payable to FSO Operations.
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Online update 02/08/2005
Updated to reflect the President's memo re: reimbursement of alcohol is not allowed on any Univeristy funds.
- Added item h. to paragraph 6
- Modified Table 1 - Business & Meeting expenses to say that Alcohol cannot be reimbursed using any
University funds.
- Modified Table 2 - Note 3- Restaurant Receipt to say
that Alcohol cannot be reimbursed on any University funds from Alcohol is
generally considered an unallowable expense.
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Online update 12/03/2004
Under Table 4 Employee Expense Reimbursments #1, letter d.:
Changed dollar amount from $1,000 to $5,000 and removed "via MasterCard".
Requested by Lucy Soriano, Purchasing.
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Online update 07/01/2004
Minor verbiage changes. Clarified policy owners as Operations and
Financial Management. Changes requested by Rachel Aschmann, Operations -
FSO.
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Online update 01/09/2004
General Guidelines, Item #11 - Change limit for PCard to read "less than $5,000." Change requested by Lucy Soriano, Purchasing.
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Online update 11/18/2002
Table 4, Item 1b - the limit for
using Approved Stores Vendors is
$5,000. Change was made to correspond with Stores Blanket Order
System.
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Online update 06/21/2002
Table 1, Section 5 - Add verbiage that dues for lobbying organizations are not allowable from any funds.
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Online update 06/15/2001
Table 1, Expenditure Allowability Summary, Professional Organization Dues
- Reference to Note 5 was added to Professional Organization Dues.
- "Restricted (5)" was changed to "Allowable" under State Funds.
- Note 5 was expanded.
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Online update 05/24/2001
Table 4. Modified par 12 to route all CRs to AP. Removed par 13.
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Online update 05/11/2001
- In order to provide guidelines when UA monies are used to fund employee
recognition and retiree farewells approved by Human Resources in accordance with
the HR Employee Recognition policy 417.0, the following changes were made:
- New paragraphs 3. Employee Recognition and 4. Retiree Farewells have been
added.
- 5.a. and 6.a. were reworded to reflect the above new paragraphs.
- 6.b. "secretary's day, bosses day, tokens of appreciation" was removed.
- Table 1, "Departmental or institutional recognition
programs, awards, and retiree farewells (refer to
paragraph 3.)" was updated.
- Added object code and account useage to Business Meeting Expense vs Business
Entertainment-par 5.
- Table 1-Removed note 1 re: catering in private homes.
- Table 2-Added Check Request as an option to purchase postage <= $1,000.
- Table 3-Removed Fund Accountant approval from Check Request Approvals.
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Online update 02/07/2001
Table 1: Changed the Unallowables and Allowables with notes
to Restricted.
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Online update 12/07/2000
- New Par 5: Information regarding Administrative Costs on Federal Agreements
has been added.
- Paragraph 10 (previously 9) Federal Express Invoices: has been modified to
include
International invoices, which will be billed electronically now.
- Table 1: Added
Office
Supplies, Postage, Local Telphone and Administrative Salaries.
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Online update 07/28/2000
- Changed SOF to MOF throughout.
- Table 2:
- Expanded use of Merchandise Order Form.
- Added "To request pick up and credit of merchandise ordered from Stores"
- Expanded "Freight Invoices" to include Utilities.
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Online update 04/17/2000
Added Internet Purchases documentation requirements to Table 2, Note 3.
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Online update 03/21/2000
Table 2, Requisition/Reimbursement/Purchasing Card Procedures, Ordering Goods or
Services from External Vendors/Independent Contractors
- Combined Subscriptions-New and Subscriptions-renewal into one row.
- Added Purchasing Card as an option for purchasing and renewing Subscriptions.
- Registration Fees - Added NOTE when using Purchasing Card for out of state training and conference
fees.
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Online update 03/06/2000
Table 1:
- Added "Employee Relocation-within Arizona" Allowable on State
- Added "-from outside of Arizona" to the current "Employee
Relocation"
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Online update 02/15/2000
- Par 3.a. Added note referencing Catering Policy.
- Table 1,
- Removed reference to Purchasing Policy 6.4 from note 1.
- Added new note 10 and add reference to note 10 to Business Meetings.
- Table 3, Signatures Required by Other Departments - Changed
"Food & beverages from external vendors to
be brought on campus" to "Food & beverages from external vendors to be
brought on campus, when the cost exceeds $500. Refer to the Catering
Policy."
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Online update 01/27/2000
- Table 1: Changed Local account range from 1-79999 to 1-99999.
- Table 2: Added Purchasing Card as an alternative for prepaying Conference Registration Fees.
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Online update 01/11/2000
Corrected local account range in Table 1-was "2-06000 - 2-29999", correct
"2-10000 - 2-29999."
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Online update 07/30/99
Modified Table 2 (Direct Payments to External Vendors/Independent Contractors/Individuals) as follows:
- Added Request for Quotation (RFQ) requirement to Temporary Personnel Payments.
- Updated Temporary Personnel URLs.
Changed Radiation Safety Office to Radiation Control Office.
Superseded Section
Online update 07/12/99
- Clarified the "Purpose."
- Modified Par 4, to clarify what expenses are not allowed to be paid from University funds.
- Table 2: Ordering Goods/Services from Stores..." - Added "Establish... Blanket IBF with Parking..."
- Table 2: Ordering Goods/Services from External..."
- Modified Registration Fees prior to a local conference to include travel related conferences.
- Deleted Travel Related Registration Fees.
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Online update 04/07/99
Added dPR as a possible document to Business related Expenses, Table 2, Direct Payments to External Vendors...
Purchasing issues PPOs for membership fees & dues.
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Online update 04/01/99
Corrected State Account range in Table 1-should be 2-09999, was 2-05999.
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Online update 02/02/99
Removed Affirmative Action's approval requirement for ads recruiting faculty and academic professionals. All recruiting ads are reviewed by Human Resources, per an HR memo dated 7/14/97.
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Online update 01/01/99
Revised Table 4 - employee reimbursements will no longer be reimbursed at the Bursar's Office, instead they will be added to an employee's net pay.
Additionally, the section contents were expanded.
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Online update 11/22/98
Table 3
Added Space Committee approval requirement to Remodeling/Renovations equal to or greater than $25,000 per
Dr. Likins 3D memo dated 10/21/98.
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Online update 09/24/98
- Changed wording of
Table 1, Note 2 from "recruiters and recruitees" to "interviewers and prospective University employees."
- Added "system" to Telphone in Table 3.
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Online update 07/22/98
Due to a change in the way FedEx invoices are processed. The following was added:
- Federal Express Invoices
to General Guidelines and Definitions.
- Requesting Federal Express Shipments to the Ordering Goods & Services
from External Vendors section of Table 2.
Superseded Section
Online update 6/15/98
Table 1-Expenditure Allowability Chart
Changed "Professional Organization Dues" to "Not Allowable" on Sponsored
Projects Funds and added footnote 9 (may be allowable, contact fund
acountant).
Superseded section
Online update 6/4/98
Added $100 limit to
Table 4, Expense Reimbursement Procedures.
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Online update 4/22/98
Table 1 - Expenditure Allowability Summary
- Expanded definition of Business Entertainment to include University
employees.
- Removed "Employee" from Employee Business Meetings, expanded definition.
- Changed wording of note 7 to "contact fund accountant for allowability."
Online update 2/17/98
Due to changes in 9.12, Independent Contractor Services, added:
- Visiting Experts & Guest Lecturers
who will be paid < $600 and whose engagement will last < 3 days in a
calendar year.
-
Royalty and Permission fees.
-
Manuscript Reviewers.
Online update 2/10/98
Clarified Restaurant Receipt requirements
in Table 2, note 3.
On line updates 1/20/98
-
Added note to paragraph 2, clarifying the support required for
allowable business related expenses that have a personal appearance.
-
Added paragraph 8 to provide a brief description of the Purchasing Card.
- Modified Table 2 to include the Purchasing Card:
- Changed Table Name to Table 2 - Requisition/Reimbursement/Purchasing
Card Procedures
- Changed FORM to METHOD in the Column Headings
- Added PURCHASING CARD and its general use.
- Added "Ordering from vendors that accept mastercard..." to Ordering
Goods and Services from External Vendors...
- Added Recruitment Advertising to
Table 2.
- Added Purchasing Card to table 4 as an alternative to out of pocket
expenses.
- Clarified Travel Expense reimbursement in table 4.
On line updates 10/8/97
Added temporary technical personnel to the
Direct Payment to External Vendors
section in Table 2 - Procedures for Requisitioning Documents, and links
to the temporary
office/clerical and technical personnel
contracts.
On line updates 7/24/97
Updated the OMB Circular reference in
Table 1, Note 7, from J-22(c) to J-28(c), due to the revision of OMB
Circular A-21.
On line updates 6/4/97
Incorporated requirements of new 9.12, Independent Contractor Services:
- Table 2
- (Ordering goods or services...) Added Independent Contractor, deleted
Professional Consulting Services of a firm...
- (Direct payments to External...) Added Cooperating Teacher,
Independent Contractor expense only reimbursement, Officials for NCAA
events, Visiting expert and guest speakers; deleted Consulting
services..., Speakers and lecturers.
- Table 3 - (CR-If individual is a student) Changed outside
professional to independent contractor.
- Table 4 - (Reimbursement type) Deleted "payments," changed outside
professional to independent contractor.
On Line Updates 6/2/97
Added paragraph indicating department's responsibility for verifying
receipts and documentation when requesting cash reimbursement to
the Cash Reimbursement procedures in
Table 4 Expense Reimbursement.
On Line Updates 11/17/96
The following changes were made to
Table 4 Expense Reimbursement
- "Business Meetings" was deleted from the first list of expenses.
Business Meetings should be arranged prior
to the event with a dPR.
- Cash Reimbursement Procedures:
Professor and Secretary were reversed. When someone is going to
take the Check Request to the Bursar's office for someone else. The
person going to the Bursar's Office should be listed first.
For example, Secretary for Professor.
On Line Updates 10/3/96
Table 3 - Changed the amounts under
"Remodeling/Rennovations" from $10,000 to $25,000.
On Line Updates 7/15/96
- Changed the amount required for competitive bids from $10,000 to
$25,000 when
-
Planning to pay an individual for
consulting services, fees and expenses, over a 12 month period, and
- Moving Expense
- Changed Office of Materiel Management to Surplus Property.
Hardcopy update: 4/96
-
Clarified use of Business Meeting
Expenses and Business Entertainment
-
Clarified state, local and sponsored
account ranges
Hardcopy update 07/31/95
Added procedures for Resident Aliens.
Hardcopy update 01/31/95
- Changed Garage to Motor Pool throughout.
- Changed par 3.b. to gifts. Clarify exception per auditor's findings.
- Changed microfilming to shredding.
- Deleted Stores account establishment procedures.
- Added freight invoice procedures. Freight invoices > $1000 do not need to be attached to Check Request, can be sent to Accounts Payable for payment.
- Added references to changed sections.
- Included Uniforms as an exception to the $50 limit.
Hardcopy update 07/31/94
- Clarified Sponsored Projects signatures on IBFs re: food purchased from Student Union & capital expenses.
- Deleted Vehicle purchase signature requirement from "Signatures required by Other Departments."
- Deleted reference to 9.33.
Hardcopy update 10/31/93
- Revised to include policy changes approved by Valdez.
- Changed name to Requisitions/Reimbursements, formerly Requistion Use and Approval.
- Incorporated deleted sections 9.13, 9.33 & 9.71.
Hardcopy update 06/30/93
The following changes were made to "Signatures Required by Other Departments:
- Added legal services signature requirement.
- Deleted Student Union.
Hardcopy update 08/31/91
- Added UMC to one time payments.
- Updated due to new RFAA uses.
- Added Business related to "par 2.c."
- Updated due to new student payments revision
- Added "one time payment for students not currently enrolled" to Check Request
- Added to establish an S# and change account numbers for telephones.
- Added NOTE: If payment to vendor > $1000 send to purchasing first.
- Clarified signature requirements for employee reimbursements.
- Original receipts marked paid or cancelled check.
- Changed "number of attendees" to list of attendees (old 9.13)
Hardcopy update 05/31/90
- Listed items d.f. & g under Check Request.
- Added reference to policies 13.10, 9.16, procedures 13.30, 9.36 and exhibits 13.50 and 9.55.
- Rewrote par 3.a.
- Rewrote pages 3-4 as a table.
Hardcopy update - 11/30/89
- Updated due to new Check Request, 9.54.
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9.10, Requisitions/Reimbursements