| Transaction Type/Fund
(State purpose, DIFR, IFR, or SUTRA | | |
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ALCOHOL | Alcoholic Beverages | |
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AWARDS | Employee/Student Awards, Certificates, Plaques, etc. | | Any employee or student memento, such as certificates or plaques, must not exceed $50 in value. Cash awards, as well as gift cards and/or gift items, are not allowed. |
CARDS | Greeting Cards | | These include Holiday, Birthday, Sympathy, Congratulatory, etc. |
CONSULTANTS | Program-related consultation or professional | | Businesses are paid via a requisition with invoice and receipts as back up. Payments to individuals, who are not state employees, are classified and processed as Honorariums. |
CONTRIBUTIONS | Cash donations, gift cards, gift certificates, and gift items | |
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DUES
| Institutional | | Membership must be in the name of SUNY Fredonia and not an individual. |
Individual Membership to: |
Civic or Service Club | | Membership must benefit the University. |
Professional Organizations | | Membership must benefit the University. |
Professional Licenses | | If the license is required for the position. |
ENTERTAINMENT
CONTRACTS |
| | With prior review and approval of the terms and conditions by the Director of University Services. |
FLOWERS | Instructional Purposes | | When used in course instruction, i.e. Art class. |
Congratulatory/Funeral/Illness: Employee & Immediate Family, Students | |
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Administrative Professionals Day | |
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Friends/Donors | |
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GIFTS & GIVEAWAYS | NoPersonal/Appreciation/Memorial/Retirement/Special OcNocasions | |
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Volunteers/Employees | |
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Non-Employee | |
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GRADUATION REGALIA | Caps, Gowns, Cords, Stoles, etc. | | Not for students or employees |
Honors Cords for SUNY Fredonia Honors Program participants | |
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OFFICE SUPPLIES | Breakroom supplies (coffee, paper plates, hand sanitizer, tissue, etc.) | |
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Decorations -- Holiday, pictures, art for office décor, flowers | |
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In Home Office Expenses | | No in-home office expenses are allowable unless the in-home office is officially designated (in HR records) as an official workstation for the employee. |
PARKING PERMITS OR TRAFFIC VIOLATIONS | Parking permits, towing, traffic or parking violations | |
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PUBLIC RELATIONS | Fund Raising Activities, Alumni Activities, Dinners, Admissions Charges | |
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Donations for name recognition, sponsorship of social events, etc. | |
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Publicity Advertising | | Must be for the advertising of SUNY Fredonia events and/or the recruitment of faculty/staff/students. |
FACULTY/STAFF RECRUITMENT EXPENSES | Travel expenses (to & from interview) | | Meals, Lodging and Airfare may be purchased on the existing NETcard and/or via candidate reimbursement on a Travel Voucher. |
Meals and food supplies at interview/meeting | | When using FSA or utilizing a NETcard to an off campus vendor. |
Moving expenses | | In accordance with SUNY Policy #8200 and employment contract letter. |
House hunting expenses | |
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REFRESHMENTS FOR DEPARTMENT USE |
| | Includes food, bottled water, coffee, soda, water coolers, etc. |
SOFTWARE AND COMPUTER HARDWARE | Software | | Must be approved by IT and the Director of University Services if not on state contract. All software must be in the University's Name and registered to HelpDesk@fredonia.edu. |
Printers | | Must be approved and quoted by IT. |
Computers | | Must be approved and quoted by IT and purchased via a purchase order. |
All other electronic devices | | All electronic devices (iPads, Net/Note books, etc.) must be quoted via IT. All devises must be registered in the University's Name and registered to HelpDesk@fredonia.edu. All devices must be purchased via a purchase order. |
STUDENT-RELATED ACTIVITIES | Freshmen and Transfer Orientation | |
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Travel | | Must be related to course, program or job duties and have receipts. |
Food supplies for department orientations, formal receptions with program, and department graduation events. | | An announcement of the event must accompany the requisition when seeking payment. |
Monetary donations or gifts/gift cards to Student Association Groups. | |
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TRAVEL | When in Travel Status | | In accordance with OSC Travel Manual and Fredonia's Guidelines #810, #811 and #812. See http://www.fredonia.edu/admin/accounting/TravelPolicy.asp. |
Gratuity | | If gratuity is customary the amount paid should be an amount that is generally acceptable, but not to exceed 20 percent. |
UNIVERSITY, COLLEGE, SCHOOL, OR DEPARTMENT ACTIVITIES | Attendance at community sponsored programs, seminars, workshops, conferences, and continuing education courses | | If related to job duties and with advance approval, documentation required. |
Faculty/Staff Retreats, Planning and Administrative Training Meetings, Faculty/Staff Orientation | | Activities organized to specifically enhance employee performance and communication or operation of division/department. Formal agenda, purpose of meeting, and roster are required. |
Working Lunches | | For extended events with a formal agenda, reason of the meeting, roster and itemized receipt. |
Department Social Activity | |
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Faculty/Staff Receptions | |
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