Type: Basic page
Type: Basic page
Overview, This page outlines the general guidelines, allowable expenditures, and non-allowable expenditures related to non-travel food and beverage business expenses found in Section 1.02 of the Business and Travel Expense Administrative Standards. See the Travel-Related Expenses page for guidelines on travel-related food, beverage, and alcohol expenses.
Type: Basic page
Overview, This page outlines the overall guidelines, allowable expenditures, and non-allowable expenditures related to the purchase of alcohol during non-travel related business meetings and University events found in Section 1.03 of the Business and Travel Expense Administrative Standards. See the Travel-Related Expenses page for guidelines on travel-related food, beverage, and alcohol expenses.
Type: Basic page
Overview, This page outlines the general guidelines, allowable expenditures, and non-allowable expenditures related to personal vehicle use for business purposes found in Section 1.04 of the Business and Travel Expense Administrative Standards.
Type: Basic page
Overview, This page details allowable and non-allowable reimbursements associated with cell phone service and usage found in Section 1.05 of the Business and Travel Expense Administrative Standards. Please refer to campus policies regarding how to properly procure a mobile device and/or cell service or UITS policies and procedures for information on the issuance of and governance associated with…
Type: Basic page
Overview, This section outlines the general guidelines, allowable expenditures, and non-allowable expenditures related to travel for all UMass travelers found in Section 1.06 of the Business and Travel Expense Administrative Standards.
Type: Basic page
Updated Maximum Limits for Allowable Expenses, Business Meal Limits , Meal Dollar Limit Breakfast $22.50 Lunch $37.50 Dinner $70.00 , Contributions, Gifts, and Awards Limits, Contribution / Gift Type Dollar Limit Door & Raffle Prizes $100 (change from $250) Human Research Subjects $100 (no change) Tangible Sympathy Gifts $100 (no change) Employee Recognition Gifts $100 (no change) Employee Retirement Gifts $400 (no change) , Business Meetings with Alcohol , Alcohol can not exceed 25% of the business meal OR a single beverage per person , Updates on What’s an Allowable Business/Travel Expense, Now Allowable, Laundry for business trips of 7+ days, No Longer Allowable, Gifts in lieu of employee compensation Gifts associated with occasions of a personal nature (birthdays, baby showers, etc.) Gift cards as vendor payments Purchase of alcoholic beverages with "to-go" meals, without the purchase of food, and through any source other than a licensed vendor, Other Updates, Increased information surrounding the topics of human subject research study participants, sympathy/memorial gifts, and employee recognition awards Details on regularly scheduled functions that get blanket approval (pertains to Advancement only) Subsection to describe further non-allowable expenses related to gifts/awards , Updated Approval & Documentation Requirements (Receipts), New approval matrix sorted by type of business expense and an additional section within the matrix details approval exceptions The new standards provide a comprehensive table containing various expense types and their corresponding documentation requirements All receipts, including restaurant receipts must be detailed and provide itemization Receipt requirements are consistent across all spending…, Receipt Validity, The name of the company providing the goods/services Date(s) when the specific expenses were incurred Unit price of goods/service Restaurant receipts must itemize food/beverage consumed, tip and tax Goods/services purchased should include detail on the items consumed Total amount due and acknowledgement that amount due was paid , Tax Compliance, The value of non-cash gifts provided to employees which exceed the $100 de minimus limit is taxable, with the exception of retirement gifts, which are taxable when they exceed $400. All Gift Cards, regardless of value, are considered cash or a cash equivalent gift or award and will be reported as taxable compensation to the employee
Type: Basic page
Reduced Tax Risk, Commuting expenses = distance minus normal commute for travel reimbursements All employees who are receiving a reimbursement (including student employees) are treated the same for taxability of reimbursements 120 days or more Reporting and taxation of student payments are governed by the IRS, most institutional funds to students should be awarded in the Student Financial Aid System Gift cards /…, Documentation/Receipt Requirements, All receipts, including restaurant receipts must be detailed and provide itemization Receipt requirements are consistent across all spending mechanisms. If a receipt is lost, the traveler/cardholder must make every possible attempt to contact the vendor and obtain a copy. If a copy cannot be obtained, a Missing Receipt Form must be completed and attached to the Expense Report The only exception…, Updated Limits, Business Meal Limits, Meal Dollar Limit Breakfast $22.50 Lunch $37.50 Dinner $70.00 (change from $60), Contributions, Gifts, and Awards Limits, Contribution / Gift Type Dollar Limit Door & Raffle Prizes $100 (change from $250) Human Research Subjects $100 (no change) Tangible Sympathy Gifts $100 (no change) Employee Recognition Gifts $100 (no change) Employee Retirement Gifts $400 (no change), Business Meetings with Alcohol, Alcohol can not exceed 25% of the business meal OR a single beverage per person, Updated Allowability, No restriction on “one on one” meals. Meals cannot be provided as a matter of personal convenience. Meals for employee-only business meetings are allowed with an extended agenda such as trainings, workshops, and retreats, or to support emergency operations, or as allowed in collective bargaining agreements Home Internet-not allowed Transition relocation-not included, processed through HR/Payroll…, Approvals and Exceptions, Fund administrator is not required for non-sponsored transactions. Employee and supervisor are always required for reimbursement requests as well as PI on sponsored funds. Prior approval is required for most exceptions to the standard as well as certain types of purchases: Events in excess of $500-Dean, Provost, VC or delegate Alcohol at events-Dean, Provost, VC or delegate Donations to external…
Type: Basic page
Updated Maximum Limits for Allowable Expenses, Business Meal Limits , Meal Dollar Limit Breakfast $22.50 Lunch $37.50 Dinner $70.00, Contributions, Gifts, and Awards Limits, Contribution / Gift Type Dollar Limit Door & Raffle Prizes $100 Human Research Subjects $100 Tangible Sympathy Gifts $100 Employee Recognition Gifts $100 Employee Retirement Gifts $400, New Sections Within Standards, Mileage Reimbursements , The new standards includes a new section of guidelines pertaining to mileage reimbursements that was not featured in UMB’s expense policy Requirement to document mileage and submit additional documentation (detailed in the Additional Documentation Requirements Table) Mileage reimbursement rates are inclusive of fuel, repairs, depreciation, maintenance etc. costs, Cell Phones, The new standards includes a new section of guidelines pertaining to cell phones that was not featured in UMB’s expense policy Non-allowable expenditures include costs associated with downloading non-approved fee-based services such as GPS programs, premium text services, custom ring tones, etc. Provisions for international service plans, Travel Expenses , The new standards includes a new section of guidelines pertaining to travel that was not featured in UMB’s expense policy Allowable and non-allowable expenditures are detailed for the following areas of spending: Air Travel Ground Transportation Lodging Meals and Incidentals Rental Cars Miscellaneous Expenses, Updates on Allowable Business/Travel Expense, Now Allowable, The new standards require a valid business reason for the purchase of alcohol to be reimbursable, No Longer Allowable, Gifts in lieu of employee compensation Gifts associated with occasions of a personal nature (birthdays, baby showers, etc.), Gift cards as vendor payments, Other Updates, Guidelines for record-keeping and accountability regarding gift cards including securing gift cards in a locked drawer, designating a custodian for gift cards, and keeping a log of all issuances Guidelines for alcohol consumed at a business meal and procedure for tipping service Details on regularly scheduled functions that get blanket approval (pertains to Advancement only) Increased information…, Updated Approval & Documentation Requirements (Receipts), New approval matrix sorted by type of business expense and an additional section within the matrix details approval exceptions The new standards provide a comprehensive table containing various expense types and their corresponding documentation requirements All receipts, including restaurant receipts must be detailed and provide itemization Receipt requirements are consistent across all spending…, Receipt Validity, The name of the company providing the goods/services Date(s) when the specific expenses were incurred Unit price of goods/service Restaurant receipts must itemize food/beverage consumed, tip and tax Goods/services purchased should include detail on the items consumed Total amount due and acknowledgement that amount due was paid, Tax Compliance , The value of non-cash gifts provided to employees which exceed the $100 de minimus limit is taxable, with the exception of length of service or retirement gifts, which are taxable when they exceed $400. All Gift Cards, regardless of value, are considered cash or a cash equivalent gift or award and will be reported as taxable compensation to the employee
Type: Basic page
