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• Fund Use Guidelines This is a partial list of expenses as described in Expenditure of Funds. Description Office/Workspace/Personal Items: Bottled Water Business Cards Cleaning supplies Clocks, pictures, globes, potted plants Congratulatory/Condolence items Decorative items: lamps, statues, pictures Desk accessories: pen set, clock set, radio, wastebasket Donations or contributions to individuals or associations Employee gifts Holiday decorations Staff awards Flower arrangements Ergonometric items: footrests, lamps, keyboard Leather portfolios Paper tissues Personal convenience items: cushions, etc. Personal magazine subscriptions Holiday greeting cards Uniforms

Description Equipment for office use: Refrigerators- for personal use (2) Stoves, microwaves, toaster ovens- for personal use (2) Fans Portable heaters Coffeemakers, servers- for personal use (2)

Description

Fund 1

Fund 2

n(13) y y(11) n n n n n n n n n n(1) n n n(1) n n y(8)

Fund 3

Fund 6

Fund 7

n(5) y n n n n n

y y y y y y y

y y y y y y y

n n n y(7) n y(7) y(7)

n

n

y

n

n n n n(6) n(1) (5) n n n(1) (5) n n n(5)

y y y y y

y y y y y

n n n n n

y y y

y y y

n n n

n y y

y y y

n n n

Fund 1

Fund 2

Fund 3

Fund 6

Fund 7

n n

n n

n n

y y

n n

n(3) n(3) n

n n n

n(3) n(3) n

y y y

n n n

Fund 2

Fund 3

Fund 6

Fund 7

y

y

n

Fund 1

Promotional Items: Mugs, Pens, bags, folders, etc.

n

n(5) (6)

April 26, 2010


T-shirts: Identification purposes only T-shirts, embroidered shirts, clothing

Description Meals or Refreshments: Advisory committees Departmental meetings Clubs/Organization meetings Leadership Valencia classes Valencia Enterprise classes

n n

n(5) (6) n(6)

Fund 1

Fund 2

n(4)

n(5) (6) n n(6) n/a n/a

n(9) n/a n/a n(10)

y

y

n

y

y

n

Fund 3

Fund 6

Fund 7

y

y

n(12)

y y y n/a

y y y y

n(12) n/a n/a n/a

(1) If item is deemed a reasonable accommodation in accordance with the American with Disabilities Act (ADA), approved by employee’s supervisor, item may be purchased. (2) Equipment deemed “for personal use” is found in an individual office or workspace. Equipment found in a common room, such as a break room, is not considered personal use items. If Student Agency accounts are used, there should be an approved justification. (3) Permitted at the discretion of supervisor after repeated attempts with Facilities to adjust temperature to a reasonable level. (4) If meals or refreshments are provided by Promotion and Public Relations account purchase is permitted. (5) Subject to grant provisions as some grants allow for this type of expense. (6) Student Activities can purchase these items for Student Advisory, club, and organization meetings. Student Activities is also permitted to purchase food and non-alcoholic beverages. Cannot be used for employee meetings. (7) Public Capital Education Outlay (PECO) Furniture & Equipment appropriations, generally associated with new building construction, permit these types of decorative items if they are for building setup. (8) Departmental uniforms may be purchased if required for safety, identification (such as security officers), or other business related purposes. (9) Learning Day meals and refreshments are allowed because it is specifically approved by the District Board of Trustees as part of the Annual Operating Budget and is funded by a transfer of Fund 3 revenues. (10) Refreshments and meals are allowed for Valencia Enterprise courses if the course description states that refreshments and/or meals will be provided and participants sign a class roster. This is also approved by the District Board of Trustees by a transfer of Fund 3 revenues. (11) Cleaning supplies may be purchased from the Custodial Services departments and lab fee budgets (Fund 11001) since students are charged an additional fee for this supply to keep lab fee equipment clean. (12) If meals or refreshments are provided by the local Opportunity Funds accounts purchase is permitted. (13) Allowable for Security and Plant Operation Grounds staff only.

April 26, 2010


April 26, 2010

/FundUseGuidelines4-2010  

http://valenciacollege.edu/procurement/documents/FundUseGuidelines4-2010.doc

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