Transcript Entertainment Policy and General Reminders

Entertainment Policy
and
General Reminders
Manager’s Toolkit Training – January 2007
Jenny Murphy, Director of Accounting &
Purchasing Services
AGENDA
Entertainment Policy
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Why was the policy developed?
What is entertainment?
Overview of the Entertainment Policy
Examples of Guidance Provided over the
Last Year
Business Expense Form Certification
Noticeable Changes
General Reminders
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Why Developed & Overview
1.
Entertainment Policy
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January 1, 2006
Vice Chancellor for Administration officially
interprets this policy and addresses
exceptions to the policy.
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Guidance Examples
2.
Meetings with only U. T. System
Administration employees
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There should not be entertainment expenditures
unless approved by Vice Chancellor Brown
(6.1.1).
Examples include, but are not limited to:
department staff meetings, departmental retreats,
manager’s toolkit training, safety liaison meetings,
record retention coordinators meetings, and OSSAPS Customer Advisory Group meetings.
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Guidance Examples
2. continued…
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We recommend obtaining pre-approval from Vice
Chancellor Brown before incurring an entertainment
expense for this type of meeting.
OSS-APS verifies that the department head and
VC Brown sign off on the Business Expense form
before processing the reimbursement.
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Guidance Examples
3.
Regularly scheduled business
meetings that include U.T. System
institution representatives
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may have entertainment expenditures (6.1.1c).
Examples include, but are not limited to: BMC,
System Council, System Audit Directors, Strategic
Leadership Council, System-wide Insurance
Advisory Council, Employee Advisory Council,
System Compliance Officers, OFPC Physical
Plant Directors, Police Chiefs, and Chief
Development Officers.
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Guidance Examples
3. continued…
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OSS-APS verifies that the department head or
delegated departmental signer signs off on the
Business Expense form and that the payment is
to a vendor before processing the reimbursement.
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Vice Chancellor Brown does not need to sign off
on these entertainment expenses.
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When ordering for these meetings consider the
start time, be conscientious.
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8:00a.m. or earlier a breakfast platter may be
appropriate;
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if later than 8:00a.m. consider skipping the
breakfast platter.
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Guidance Examples
4.
The only gifts addressed in this policy
are:
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Retirement gifts (6.1.7.1)
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Before purchasing a retirement gift for a retiree your
department should obtain an opinion from Cecilia
Gonzalez, OGC, on whether the gift will be taxable to
the retiree. If it will be taxable U.T. funds should not
be used to purchase the gift.
Retirement Party limits are $20 per each year of
retiree’s service to the U.T. System.
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Guidance Examples
4. continued…
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Gifts to employees for personal reasons (6.2.2)
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These gifts are not allowed to be purchased with U.T.
funds. Examples include, but are not limited to, gifts for:
birthdays, weddings, anniversaries, graduations, and
farewells.
Barry Burgdorf, VC & General Counsel, is leading a
group that is addressing gifts (i.e., to speakers and
donors).
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Guidance Examples
5.
Multiple U. T. System Administration
employees traveling together
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Meal expenditures should be processed through
each employee’s individual travel voucher. These
are not entertainment expenditures.
Entertainment expenditures are paid with Official
Occasions’ funds while travel meal expenditures
can be paid with appropriated funds or non-official
occasions local funds.
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Business Expense Form
Certification
Business Expense Form Certification
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By signing the form you are verifying that you have
read the entertainment policy and that the
expenditure on the form complies, or that VC
Brown has approved an exception to the policy.
Trend – Preparers are marking that the
Entertainment Policy is “n/a” for the expenditure
when it is applicable.
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Noticeable Changes
Reimbursement Requests
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11 General Reminders
1.
2.
3.
4.
Date stamp your department mail when
received.
Itemized receipts and completed forms are
required for reimbursements.
Provide OSS-APS with changes to your
department’s delegated signature authority.
Safeguard information:
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Mark out procard numbers on supporting
documentation before sending to OSS-APS.
Shred the Personal Identification Form (PIF) after
a vendor is established in DEFINE.
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11 General Reminders
If payment documentation is in Filenet you do not
need to keep the documentation in your department.
Use your department procards for small dollar
purchases ($4,500 per purchase maximum): i.e.,
printing, duplicating, repairs, books and conference
registration fees.
5.
6.
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7.
Do not buy computers or other computer related items that
are not on OTIS’ Computer Product Pre-Approval List.
Do not use for entertainment expenditures.
If you are purchasing something >$5,000, contact
Kyle Hayes, Buyer, before proceeding.
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11 General Reminders
8.
Employees may not use U. T. phones or faxes for
personal long distance and they may not use the
contracted rates we have with express mail carriers (i.e.
DHL, Fedex, UPS) for personal shipments.
9.
An OSS-APS Customer Advisory Group member from
your department receives information from OSS-APS via
e-mail and through meetings to communicate to your
department.
10.
Your department should be using the eShipGlobal webbased system for express mail and the web-based Office
Depot system for office supplies.
11.
Be conscientious of low dollar reimbursements.
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Travel Voucher Reminder
Travel Vouchers must be prepared timely.
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Receipts older than 60 days from the day the expense
was incurred or paid could either be denied or added
to the traveler’s W-2 and taxed as income, according
to IRS Rules (Publication 463).
A written explanation as to the reasons for the
lateness and additional levels of approval are needed
to process these documents. Contact Jenny Murphy,
Director of APS, for guidance.
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Thank you for your time.
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