Administrative Standards Highlights - President's Office

Updated Maximum Limits for Allowable Expenses

Business Meal Limits 

Contributions, Gifts, and Awards Limits

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 vendor

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 information surrounding the topics of human research subjects and door and raffle prizes

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 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 to the missing receipt requirement would be receipts for travel related items (parking, tolls, taxi, etc.) that are under $25.00
• Refer to the Approvals, Documentation Requirements, and Exceptions page for applicable matrices, tables, and guidelines

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

1. The name of the company providing the goods/services
2. Date(s) when the specific expenses were incurred
3. Unit price of goods/service
4. Restaurant receipts must itemize food/beverage consumed, tip and tax
5. Goods/services purchased should include detail on the items consumed
6. Total amount due and acknowledgement that amount due was paid