1. Introduction

This Section details allowable expenditures and non-allowable expenditures.

2. Allowable Expenditures

The following are examples of the types of expenditures that may be reimbursed subject to the Policy:

  1. Campus Events
  2. Campus Meetings & Committees
  3. Business Entertainment
  4. Recruitment, Soliciting Donors, and Hosting
  5. Non-travel Purchases
  6. Professional Dues and Subscriptions

3. Non-Allowable Expenditures

The following are examples of the types of expenditures that are not allowable or reimbursable:

  1. Excessive or extravagant costs.
  2. Political contributions.
  3. Personal violations or fines including speeding or parking tickets.
  4. Gifts or any type of compensation to University employees, other than those provided through official recognition programs approved in accordance with the Approval Matrix in Section 2.02.
  5. Any expense of a personal nature will not be paid or reimbursed.
  6. Alcoholic beverages, unless in accordance with the standards on alcohol in Section 1.03.
  7. Expenses for spouses, except as allowed in the Executive Compensation Package for University President and Campus Chancellors (T93-062) (when approved) or as part of an institutional event which has received prior approval.
  8. Any unexplained or undocumented expenses.
  9. Purchases not made through BuyWays (preferred) to support business operations or not made with University bank card (secondary); exceptions for non-travel out-of-pocket reimbursement may be granted.
  10. Union dues.
  11. Institutional memberships and subscriptions are not generally allowable as direct costs on a sponsored project. Exceptions may be granted with prior approval. See Section 2.02.
  12. Life memberships in a professional organization are not generally allowable, however, if it is anticipated that the overall cost will be less than the cost of annual memberships over the employee’s anticipated tenure at the University, an exception may be granted with prior approval. See Section 2.02.
  13. Moving expenses not processed as transition relocation allowances through payroll or in accordance with the Central Administration Guidelines for moving expenses. The University does not allow payment to third-party vendors for moving.
  14. Expenses for an employee’s remote work location, including networking and Internet access, additional equipment, furniture, computer hardware, phones, etc..

4. Approvals

The approval requirements for reimbursement of allowable expenditures are outlined in the Approvals section of these Standards. See Section 1.08.

5. Exceptions

Exceptions to non-allowable expenditures can be requested per the guidelines outlined in Section 1.08 of these Standards.

6. Resources

UMass Chan Medical School Moving Expense Guidelines (for UMass Chan employees only).