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- Contact the EDA Team, For general questions or requests for help please fill out our contact form . Please describe the request and provide details.Type: Basic page
- The University reimburses employees for all necessary and reasonable travel expenses incurred for authorized University business. A traveler on University-related business has the responsibility to act prudently and incur expenses that are necessary, appropriate, and reasonable. Employees cannot be reimbursed for any travel expenses prior to the actual travel. Resources related to Concur can be…Type: Basic page
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- The UMass Business and Travel Expense Policy provides an overarching set of rules for employee expenses and reimbursements and has been approved by the Board of Trustees. The Business and Travel Expense Administrative Standards provide a practical interpretation of the policy. These documents are available as webpages and as downloadable, printable PDFs. T92-031 Business and Travel Expense…Type: Basic page
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- TERMS DEFINITIONS, Approver, University employee, often a manager or supervisor, who is Duly Authorized to approve business or travel expenses for employees within their line of supervision or area of management responsibility., Business Entertainment, Tickets for events for the entertainment of institutional donors, alumni, guests, and visitors. In all cases the expenses must be shown to benefit the mission of the institution or directly support its programs., Business Meeting , (“business meeting” or “business meal”) A gathering to discuss University Business, such as recruitment or advancement, or to host a distinguished guest., Campus Events, University/campus events qualifying under IRS Publication 15-B, “Employer’s Tax Guide to Fringe Benefits”, as having a substantial business purpose, such as recognition/morale activities, public relations, development/fund-raising events, conferences/retreats/seminars, and activities in conjunction with various ceremonial and official events. These events may include food and beverage and be…, Campus Meetings & Committees, Expenses for meetings of regular University/campus committees which may involve only employees, and which are documented to be part of a working session, or result because of schedule conflicts or other unavoidable circumstances, and are solely for the benefit of the institution., Cell phone or mobile device, For the purposes of these Standards, this includes but is not limited to portable communication devices such as smartphones (iPhones, Androids), hotspots, or other portable wireless device issued by the University to an employee for the purpose of providing internet access, cellular services, video communication and/or voice communication., Contribution, A gift or payment to a charitable organization., De Minimus Limits, In accordance with the IRS, any property or service for which, considering its value and frequency with which it is provided, is so small that IRS reporting would be unreasonable or impracticable. The University observes $100 as the de minimus limit for non-cash gifts., Duly Authorized, Approved by or with the authorization of supervisor or appointing authority per Policy, Standard and campus procedures., Employee Achievement Award, Item of tangible personal property that is: Transferred by an employer to an employee for length of service achievement or safety achievement, Awarded as part of a meaningful presentation, and Awarded under conditions and circumstances that do not create a significant likelihood of the payment of disguised compensation., Exceptions, Where noted in the Standards, exceptions for a non-allowable expense may be allowed. Exceptions generally require prior approval. Please see the Additional Approval Matrix, attached hereto as Section 2.02 of the Appendix., Gift, A cash or non-cash item given as a gesture of goodwill or appreciation., Gift Card, Certificate or card (in electronic or hard copy format) which contains a specific monetary value. Some gift cards are redeemable for cash (“cash gift cards”), and other are redeemable only for tangible property/goods from a retailer (“retail gift cards”) provided the card explicitly states it cannot be redeemed for cash. Examples of Cash Gift Cards: Anywhere/anytime cash such as Visa, American…, Non-Cash Item, A gift of tangible personal property, such as UMass merchandise, clock, chair, etc., Non-travel Purchases, Purchases made through BuyWays (preferred) to support business operations or made in-person with University bank card (secondary); exceptions for non-travel out-of-pocket reimbursement may be granted., Prior Approval, Certain expenditures require prior approval to be reimbursed. Expenditures requiring prior approval are noted in the respective section of the Standards, as well as in the Additional Approval Matrix (2.02) detailed below. The Additional Approval Matrix (2.02) details which expenditures require prior approval and who may grant prior approval. Documentation of prior approval is required when…, Professional Dues and Subscriptions, The University, at the discretion of each campus, may pay for employee membership dues to professional organizations and subscriptions to professional journals or newspapers if they are appropriate for the individual's position and duties and if the membership or subscription benefits the university. Departmental coordination of subscriptions is encouraged to avoid duplication. Dues and…, Raffle or Door Prize, A prize awarded by lottery to the holder of a ticket purchased or distributed at a function or event., Recruitment, Soliciting Donors, and Hosting, Expenditures for the purpose of recruiting potential employees and students, soliciting prospective donors or sponsors, and hosting official guests when necessary for the conduct of University/campus business., Tangible Personal Property, Personal property that can be felt or touched, and can be physically relocated, and can be used or consumed. It does not include (a) cash, cash equivalents, gift cards, gift coupons, or gift certificates (other than arrangements conferring only the right to select and receive tangible personal property from a limited array of such items pre-selected or pre-approved by the employer), or (b)…, Travel Expenses, Business expenses incurred by Traveler on University Travel., Traveler, Duly authorized employees, Trustees, and non-employees (including without limitation speakers, lecturers, students, visiting professors, candidates for University employment, guests etc.) whose travel expenses for University Travel will be paid for or reimbursed by the University regardless of source of funds., University Business, Any activity, practice, commerce, trade, service, research, education, etc. in furtherance of the University’s mission and functions, University Event , (“event” or “University-sponsored event”) An event, other than academic classes scheduled as part of the curriculum, that is held in a University building or outdoor space on the University campus or is officially sponsored by the University at an off-campus location. A University event must also be sponsored by an officially recognized University department or organization and must be in keeping…, University Travel, Travel in the course and scope of employment at the University Travel financed, in full or part, through UMass funding, scholarship, or sponsorship Travel sponsored, arranged, endorsed, promoted, or administered by the University, or by University faculty or staff Travel directly related to a University-sponsored grant or contract, Valid Business Reason, Includes activities such as recruitment, advancement, hosting a distinguished guest, and certain other University Business.Type: Basic page
- Overview, Business expenses at UMass can be broken down into two broad categories: allowable and non-allowable. Allowable expenses may be paid for using University funding or reimbursed if you pay out of pocket. Non-allowable expenses generally cannot be paid for using University funding and will not be reimbursed. The following sections cover the types of expenses that are allowable and non-allowable.…, Allowable Expenditures, The following types of expenses are generally allowable or reimbursable under the University’s Business and Travel Expense Policy. See the Key Terms and Definitions page for definitions of these terms. Campus Events Campus Meetings & Committees Business Entertainment Recruitment, Soliciting Donors, and Hosting Non-travel Purchases Professional Dues and Subscriptions, Non-Allowable Expenditures, The following types of expenses are generally not allowable or reimbursable under the University’s Business and Travel Expense Policy. Excessive or extravagant costs Political contributions Personal violations or fines including speeding or parking tickets Gifts or any type of compensation to University employees other than those provided through official recognition programs approved in…, Approvals, Documentation Requirements, and Exceptions, See the Approvals, Documentation Requirements, and Exceptions page for detailed information about the approvals process, required documentation, and exceptions.Type: Basic page
- Overview, Most types of expenditures are subject to approval and documentation requirements in order to be paid by the University. In addition, exceptions may be granted for certain expenditures which would normally be unallowable but only when proper justification and approvals are obtained., Prior Approval and Exceptions for Non-Allowable Expenses, Prior Approval , Certain expenses require approval , before, you make a purchase. Expenses which require prior approval are outlined in the Additional Approval Matrix . Prior Approvals must be submitted and approved through Concur Request. To receive reimbursement for an expense that requires prior approval, in Concur Expense, you must link the prior approval to the expense report proving that the approved prior approval was received before the purchase…, Exceptions for Non-Allowable Expenses, In certain circumstances, exceptions for expenses to be paid by the University which are normally unallowable may be granted with proper justification and approval. See the Additional Approval Matrix for a list of exceptions. Exceptions must be submitted and approved through Concur Request. To receive reimbursement for an expense that requires and exception, in Concur Expense, you must link the…, The Additional Approval Matrix, The Matrix detailing prior approvals and exceptions can be found here: Forms & Prior Approval Matrices, Required Documentation for Reimbursement, In order to be reimbursed for a business and travel expense, an expense report must be completed and include the following documentation: Statement of business purpose for incurring the expense Date of expenditure Description of expenditure, including clarification for any unusual expenditures Account numbers Appropriate signatures: Employee Supervisor PI /PI delegate (if on a sponsored grant)…, Please note: , Certain expenses require additional documentation, which is outlined in the Additional Documentation Requirements Table ., Approvals for Reimbursement of Allowable Expenses, All allowable expenses reimbursements must be approved by the employee’s supervisor. All requests for expense reimbursement require the following signatures: Employee submitting the expense reimbursement request Employee’s supervisor as the Approver Principal Investigator and/or individual with spending approval authority whenever grants are the funding source.Type: Basic page
- Summit dashboards are created and maintained by the EDA team for use by all campuses, with self-service reporters creating their own for themselves and their campuses. Access to the dashboards is subject to approval by Data Custodians. Please contact your campus lead to inquire further. Log in at the bottom of the page to access these dashboards, Executive, Multiple dashboards exist in Summit OAC and Summit Tableau for the consumption of University leadership and the Board of Trustees. These include A&F Executive Dashboard and SPARC., Human Resources, A set of dashboards is available to supervisors across the campuses to help with their daily responsibilities related to Hiring, Managing, and Paying their staff. In addition, dashboards are available for monitoring immigration status, projecting collective bargaining agreement costs and historical reports from the University legacy payroll systems. A listing of the HR dashboard names is in a…, Student, Dashboards draw on reports using the Admissions funnel, predictive decisions, and applicant profile. These are used to monitor recruitment, capacity planning, enrollments, and more. The Student data community is very active in creating and maintaining their own dashboards. A listing of the Student dashboard names is in a UMSO Knowledge article., Finance, Finance Dashboards are used to assist the managers with monthly reporting of Actuals, Encumbrance against their Budget and Revenue data. Summary data is available with drilling capabilities chartfield demographics and transactional level detail. Academic Departments have access to summary and transaction level detail to see spending by chartfield demographics. Data for Capital & Non Capital…, Campus Developed Dashboards, Analytics experts across the campuses have developed thousands of reports and dozens of interactive dashboards for the use of their constituencies on Summit OAC and Summit Tableau. More are being developed every day.Type: Basic page