All funds should be used reasonably and for the benefit of the University. Donors designate how funds can be used in their memoranda of agreement. Here are a few more guidelines:
Individual dean’s offices may determine additional spending rules/policies beyond state, University or Foundation guidelines. The Foundation will work with dean/director offices to set mutually acceptable standards regarding reimbursements.
The fund balance must be sufficient to pay the request when submitted. If spending from the endowment principal is requested, additional research may be required. The principal in most endowment funds cannot be spent.
Paying students or employees directly for services rendered or awards/scholarships is not allowed. These payments must be paid through the University. They usually are transferred to the UW and paid through payroll or transferred to the Bursar’s office to be deposited in the student’s account.
The Foundation requires two signatures on all check requests. The approver/auditor process should take care of that requirement. Currently, we ask for signatures from:
- the principal spending authority or department chair, depending on the department or dean’s policy
- the dean’s or director
- the provost, for all reimbursements to deans or directors.
If we pay an entity that is not incorporated, we need a SS/Tax ID # and current address for 1099 preparations before we will issue the payment. When we reimburse individuals for moving or house hunting expenses, we also require this information before issuing a payment. We are required to inform Accounting Services so they may determine the taxability of these reimbursements and inclusion, if appropriate, on the individual’s W-2.
(Your school may have a more restrictive policy.)
- Meal limits are $75 a person (looked at in conjunction with wine limit listed below). We, however, support lower meal limitations if imposed by the dean.
- Wine bottle limit is $40 (looked at in conjunction with above meal limit). We support lower alcohol limitations if imposed if imposed by the dean.
- University faculty spouse expenses only will be covered if the spouse is present for a documented business purpose (for example, when required to entertain the spouse of a recruit/guest/speaker, etc).
- First class travel will not be reimbursed unless pre-approved by the provost. Please provide detailed justification.
- Airline fees are looked at with scrutiny (exchange fees, cancellations, etc). Appropriate justification should accompany the request.
- No parking tickets or other citations will be reimbursed.
- Employee recognition
- No gift cards/gift certificates or cash prizes for employees will be reimbursed.
- Other gift cards for non-employees may be reimbursed. Prior approval from the dean/director’s office and the Foundation is required for reimbursement. A gift in lieu of an honorarium is considered appropriate if it’s not given to an employee.
- Donations/memorial gifts to other organizations, including non-profits/tax-exempt charities, are not allowed under the Foundation charter.
- Recognition or years of service plaques to honor or award employees/alumni are appropriate in the \ 00 range.
No retirement gifts or gifts in general will be reimbursed. (An exception would be gifts given in another country for customary reasons and in lieu of other expense payments such as meals.)Retirement expenses such as food, catering, cake, etc will only be paid for if a community fund exists or specific gifts are designated for the purpose of ‘staff recruitment, retention, entertainment and morale’.
Paying for the cost of departmental meetings, parties and picnics to the extent such activities are merely social requires explicit donor documentation that the funds are intended for such purposes. If there is a business purpose, the payments can generally be made through the University. Providing a business agenda and a list of attendees is required for Foundation reimbursement.