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Type: Book page
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: Campus Events Campus Meetings & Committees Business Entertainment Recruitment, Soliciting Donors, and Hosting Non-travel Purchases Professional Dues and Subscriptions, 3. Non-Allowable Expenditures, The following are examples of the types of expenditures that are not allowable or reimbursable: 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 accordance with the Approval Matrix in…, 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).
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1. Introduction, This Section outlines the overall guidelines, allowable expenditures, and non-allowable expenditures related to non-travel food and beverage business expenses. Travel-related food and beverage expenditure guidelines are outlined in Section 1.06., 2. Overall Guidelines, Per IRS guidelines, documentation for all business meals and entertainment functions must include a statement of business purpose and a list of attendees, regardless of the mode of payment. Business expense documentation requirements are detailed in Section 1.08. Food and beverage expenditures must be reasonable and appropriate to the purpose and nature of the event (see Maximum Cost Guidelines…, 3. Allowable Expenditures, 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. Light refreshments (coffee, soda, and other non-alcoholic beverages; pastries, cookies, fruit, snacks, or similar) are allowed for employee-only business meetings and seminars (events) that…, 4. Non-Allowable Expenditures, Departmental non-business meals and dinner celebrations or other non-incidental food and beverage expenses that involve only University employees and not external business guests are ordinarily not permissible expenses unless special circumstances exist, and the expenditure is pre-approved in accordance with Section 1.08. Meals provided as a matter of personal convenience. Alcohol purchased with…, 5. Approvals, The approval requirements for food and beverage business expenses are outlined in the Approvals section of this standard. See Section 1.08., 6. Exceptions, Exceptions can be requested per the guidelines outlined in the Exceptions section of this standard. See Section 1.08., 7. Maximum Cost Guidelines, Maximum per person rates for non-travel business meals. Guidelines will be periodically reviewed and updated. Rates are NOT inclusive of tax and tip. Breakfast Lunch Dinner $22.50 $37.50 $70.00, 8. Hospitality and Events Services Resources, Amherst Chan Dartmouth Lowell
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1. Introduction, This Section 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. Travel-related food, beverage and alcohol expenditure guidelines are outlined in Section 1.06., 2. Overall Guidelines, The purchase of alcoholic beverages is highly discouraged; however, there may be a Valid Business Reason to purchase alcoholic beverages. If there is a Valid Business Reason, the expense is reasonable, and the purchase adheres to this standard, the purchase of alcoholic beverages may be allowable. Prior approval is required for the purchase of alcoholic beverages for University events. The…, 3. Allowable Expenditures, The purchase of alcoholic beverages is an allowable expense when there is a Valid Business Reason for the purchase during a Business Meeting/meal, at on-campus University Events, or at off-campus University Events. The purchase of alcoholic beverages during a Business Meeting/meal must be reasonable and be served in conjunction with food and non-alcoholic beverages; reasonable cost is defined as…, 4. Non-Allowable Expenditures, The purchase of alcoholic beverages at events or meetings that do not have a Valid Business Reason to provide alcohol. The purchase of alcoholic beverages made without prior approval for events or approval for business meals. The purchase of alcoholic beverages that exceed reasonable cost unless an exception is granted; reasonable cost is defined as 25% or less of the total bill (or a single…, 5. Approvals, The approval requirements for alcohol expenses are outlined in Section 1.08 of these Standards., 6. Exceptions, Exceptions can be requested per the guidelines outlined in the Exceptions section of this standard. See Section 1.08.
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1. Introduction, This Section details allowable and non-allowable expenditures and reimbursements associated with personal vehicle use for business purposes., 2. Overall Guidelines, The University reimburses mileage associated with personal vehicle use for business purposes at the current federal (IRS and GSA) mileage reimbursement rate. The federal mileage rate is set each calendar year and applies to miles traveled during that calendar year. Mileage reimbursement rates are inclusive of fuel, vehicle maintenance, towing, repairs, tires, depreciation, and insurance costs.…, 3. Allowable Expenditures, Mileage associated with personal vehicle use for business purposes provided the most direct route is taken. Necessary and reasonable costs for parking, tolls and fees for ferries, bridges, and tunnels., 4. Non-Allowable Expenditures, Commuting expenses between home and the primary work location. Personal vehicle expenditures associated with fuel, maintenance, towing, storage, repairs, tires, depreciation, and insurance even when the personal vehicle is used for business purposes. Mileage reimbursement rates are inclusive of these costs. Mileage associated with routes that are not the most direct route between locations.…, 5. Approvals, The approval requirements mileage reimbursement is outlined in the Approvals section of this standard. See Section 1.08., 6. Exceptions, Exceptions can be requested per the guidelines outlined in the Exceptions section of this standard. See Section 1.08.
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1. Introduction, This Section details allowable and non-allowable reimbursements associated with cell phone service and usage. 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 distribution and use of University cell phones and mobile devices., 2. Overall Guidelines, The University may issue an employee a cell phone or mobile device when there is a business need for the employee to use the cell phone or device frequently in the performance of their job. Valid business reasons for cell phones include but are not limited to: Employer’s need to contact the employee for work related emergencies. Employee job responsibilities including but not limited to providing…, 3. Allowable Expenditures, Service charges associated with use of a personal cell phone by an employee who has not been issued a cell phone or mobile device by the University and is required to use their personal device for a University Business purpose, is allowable only when an exception is granted., 4. Non-Allowable Expenditures, Cell phones which are not procured through information technology departments. Services charges associated with a personal cell phone of an employee who has been issued a cell phone or mobile device by the University. Costs associated with service charges for family members and non-employees. Costs associated with downloading and/or using non-approved fee-based services on a University-issued…, 5. Approvals, The approval requirements for cell phone and mobile device use and reimbursement are outlined in the Approvals section of this standard. See Section 1.08., 6. Exceptions, Exceptions can be requested per the guidelines outlined in the Exceptions section of this standard. See Section 1.08., 7. Resources, Amherst Cell Phone Guidelines Lowell Cell Phone Guidelines UMass Chan Cell Phone Guidelines
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1. Introduction, This Section outlines the overall guidelines, allowable expenditures, and non-allowable expenditures related to travel., 2. Overall Guidelines, All Travel Travelers and Approvers are responsible for compliance with the Policy and these Standards. Travelers shall be reimbursed for all duly authorized, reasonable, and necessary travel expenses provided that the travel expenses are for valid University Business, comply with the Policy and this Standard, are a prudent and judicious use of University funds, are adequately documented, and are…, 3. Allowable Expenditures, Air Travel Coach fare rate including seat selection that allows the Traveler to meet their business need. For non-stop direct flights exceeding three (3) hours, seat selection allowing for additional legroom will be reimbursed; this does not include business-class tickets unless an exception is granted and prior approval is received. The baggage fee for the first checked bag. The use of and…, 4. Non-Allowable Expenditures, Air Travel Airfare cancellation penalties imposed because of personal reasons are not allowable unless an exception is granted. Fees for additional bags or oversized/overweight bags are not allowable unless there is a valid, documented business purpose. Airline ancillary fees, such as early check-in, or excess baggage charges not required for the completion of University Travel are not allowable…, 5. Approvals, The approval requirements for travel and Travel Expenses are outlined in the Approvals section of this standard (1.08)., 6. Exceptions, Exceptions can be requested per the guidelines outlined in the Exceptions section of this standard (1.08)., 7. Resources, Amherst Fly America Act Exception Form Fly America Act and Open Skies Agreement Fly America Decision Tree Dartmouth Fly America Act Waiver Checklist Lowell Travel Registry Information UMass Chan Travel Registry Information
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1. Introduction, This Section outlines the overall guidelines, allowable expenditures, and non-allowable expenditures related to contributions, gift cards, gifts, and recognition of employees., 2. Overall Guidelines, Gifts or awards of value should be infrequent, reasonable, and modest in nature, may not be provided as personal gratitude or in lieu of compensation, and must conform to the Internal Revenue Service (IRS) regulations and state ethics limitations. Taxable Income for Gifts and Gift Cards Provided to Employees. The value of non-cash gifts provided to employees which exceed the $100 de minimus limit…, 3. Allowable Expenditures, Employee Recognition Awards Employee recognition awards may be provided within an established recognition program and may not exceed the maximum allowable cost unless an exception is provided. Please note: Gift Cards are not allowed as employee recognition awards. Campuses have the discretion to delegate authority to departments to recognize an employee for outstanding work-related…, Taxable Income for Gifts/Awards Provided to Non-Employees, applies., 4. Non-Allowable Expenditures, Campuses have the discretion to not allow issuance of Gift Cards for any purpose. Gifts, awards, and Gift Cards may not be issued in lieu of employee or nonemployee compensation. Gifts associated with employee birthdays, weddings, baby showers, anniversaries, or other occasions of a personal nature are not allowed. Contributions by the University to any individual or organization directly or…, 5. Approvals, The approval requirements for Contributions, Gifts, and Awards are outlined in the Approvals section of this standard. See Section 1.08., 6. Exceptions, Exceptions can be requested per the guidelines outlined in the Exceptions section of this standard. See Section 1.08., 7. Limits by Gift Type, Gift Type Limit Door and Raffle Prizes $100 Employee Recognition $100 Nonemployee Volunteers $100 Human Subjects $100 Employee Retirement (based on years of service) $400 or University embossed chair Sympathy Gift (Tangible items such as flowers) $100, 8. Resources, UMass Chan Medical School Gift Card Policy (for UMass Chan employees only).
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1. Introduction, This Section details prior approvals, additional approvals, and documentation required for expense reimbursement. In addition, this Section identifies approvals needed for requesting an exception for a non-allowable expense., 2. Prior Approval and Exceptions, 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 submitting reimbursement of expenses for all expenditures that require prior approval., 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., 3. 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., 4. Documentation Required, Employees are required to complete an expense report to be reimbursed for travel and business expenses. The following documentation is required and must be part of or accompany all reimbursement requests for business and Travel Expenses. Certain expenses require additional documentation; please see Table 1: Additional Documentation Requirements for Certain Business and Travel Expenses (2.01)…, 5. Exceptions, Exceptions can be granted by the Dean, Provost, VC A&F or equivalent, or designee in accordance with the Additional Approval Matrix.
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