Overview, This page outlines the general guidelines and allowable and non-allowable expenditures related to contributions, gifts, gift cards, and recognition of employees found in Section 1.07 of the Business and Travel Expense Administrative Standards.
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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
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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…
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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
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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 , 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 , Additional legroom seats for non-stop direct flights exceeding three hours Laundry for business trips of 7+ days One-on-one business meals (allowed with an extended agenda), No Longer Allowable, Purchase of alcoholic beverages with "to-go" meals, without the purchase of food, and through any source other than a licensed vendor Political contributions, Other Updates, Purchases must be made through BuyWays unless an exception is granted with prior approval , Updated Approval & Documentation Requirements, 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…, 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 , 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
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Updated Maximum Limits for Allowable Expenses, Business Meal Limits , Meal Dollar Limit Breakfast $22.50 (change from $10) Lunch $37.50 (change from $20) Dinner $70.00 (no change) , Contributions, Gifts, and Awards Limits, Contribution / Gift Type Dollar Limit Door & Raffle Prizes $100 (no prior limit) Human Research Subjects $100 (no prior limit) Tangible Sympathy Gifts $100 (change from $150) 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 Additional legroom seats for non-stop direct flights exceeding three hours One-on-one business meals (allowed with an extended agenda), No Longer Allowable , Expenditures associated with downloading non-approved fee-based services such as GPS programs, premium text services, custom ring tones, etc. Additional bag fees (unless prior approval is granted) Airline ancillary fees Failure to cancel a guaranteed room reservation Purchase of alcoholic beverages with "to-go" meals, without the purchase of food, and through any source other than a licensed…, 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 Clarification that personal vehicle expenditures associated with fuel, maintenance, towing, storage, repairs, tires, depreciation and insurance are included in the mileage reimbursement rates Increase…, Updated Approval & Documentation Requirements, 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…, 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 , 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
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Updated Maximum Limits for Allowable Expenses, Business Meal Limits , Meal Dollar Limit Breakfast $22.50 (change from $30) Lunch $37.50 (change from $30) Dinner $70.00 (no change) Standard Section Change in Standard Current Campus Standard Operational Impact, Allowable and Non-Allowable Non-Travel Expenditures, Non-travel purchases The future standard will state that purchases must be made through BuyWays unless an exception is granted with prior approval as outlined in the standards Although this is the current UMass Chan policy, it is not specifically stated in the travel policy Use of exception form, Non-Travel Food and Beverage Expenditures, Maximum Cost Guidelines The future standard will increase the maximum lunch limit to $37.50 per person, and specify a breakfast limit of $22.50 per person The current standard sets a maximum amount of $30 per person for lunch and makes no mention of a breakfast meal amount limit N/A, Mileage Reimbursement, Mileage Reimbursement New policy requires documentation to submit with expense report UMass Chan policy requires use of MapQuest or Google maps to chart mileage but not required documentation to submit with expense report N/A, Travel Expenses, Air Travel This future standard prohibits reimbursements for air travel purchased with personal frequent flier miles The current standard does not mention purchases made with personal frequent flier miles N/A Ground Transportation The future standard requires rental vehicles to be rented in the University's name and a copy of the University's Certificate of Insurance must be provided at the…, Non-Travel Purchases, Purchases must be made through BuyWays unless an exception is granted with prior approval (Although this is the current UMCMS policy, it is not specifically stated in the travel policy) , Updated Mileage Reimbursement Procedure, Additional documentation charting mileage is required when submitting an expense report , Travel Expense Updates, Air travel purchased with frequent flier miles are not reimbursable Rental vehicles must be rented in the University's name and a copy of the University's Certificate of Insurance must be provided at the time of the rental , Approval and 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…
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Overview, Business Expense and Time Reporting Standards apply to business expenses incurred by the President or any Chancellor of the University of Massachusetts who incurs business expenses in the process of conducting University business in addition to the process to approve leave time for the Chancellors. Quarterly reporting requirements are detailed below. The essence of this Standard is to capture…, Specific Criteria , There will be one annual authorization for domestic Travel and Business Expenditures, submitted by the President’s Office and approved by the Chairman of the Board of Trustees, for the President and by the President for the Chancellors to travel and incur business expenditures on behalf of the University in accordance with all existing University policies. There will be individual authorizations…, Quarterly Reporting Requirements, Reporting for President of the University, A President’s Office administrator designated by the President will remit a quarterly report to the University Controller for further submission to the Chairman of the Board of Trustees. This report will detail: The travel and entertainment expenses incurred by the President of the University Purchase information with regard to other items of personal nature not covered by the employment…, Reporting for Campus Chancellors, For each of the campus Chancellors, a designated campus administrator will remit a quarterly report, in the same format, to their respective campus Controller for review. The report will also include: Include a summary of time taken (vacation, personal, etc.) during that reporting period Be submitted in accordance with the quarterly schedule below to the University President Be delivered via…, Additional Requirements, A copy of the quarterly reports described above, along with supporting documents thereof, shall be retained by the President’s and Chancellor’s Office administrators. The essence of this Standard is to capture travel and entertainment expenses incurred by the President and the Chancellors and other expenses that can be viewed as personal in nature. Expenses associated with University or campus…, Dates for Submitting Quarterly Report, The following are the dates for submission of the quarterly reports described above to each respective Controller with final submission to the President/Board Chairman: July-September – due to Controller by December 1st with final submission to the President by December 15th October–December – due to Controller by March 1st with final submission to the President by March 15th January-March – due…
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