[Plantsci] Business Purpose Guidelines

Fri Dec 15 08:34:14 MST 2023

Hello,

In the current financial situation, it is even more important that business purposes for any expenditures are clear and detailed.  For the business office to process financial transactions we must have a detailed business purpose for the expenditure for FSO to process the payment.  Below is useful information on what information is needed.

  *   What is being purchased?
  *   Why is the purchase necessary and is it reasonable and appropriate for the University?
  *   Who is the person that requested or needs the purchase? For events, this will include the audience or list of attendees.
  *   How does the expense benefit the University? Expenses that appear to be personal or provide a benefit to an individual must include a written explanation of how they are business related.
  *   Where is the event/activity taking place? If travel is included, provide the benefit to the University for sending the individual(s) to the event/activity.
  *   When is the event/activity taking place? Include all dates associated with this event/activity expense, especially when including travel time.
A business purpose statement must provide reconcilers, approvers, and auditors the information required to fully understand the intent of the purchase or service and how it relates to the overall mission of the University. The information is the basis for a determination of allowance or non-allowance of the expenditure. Financial transaction approvers are both responsible, and accountable for determining whether expenses comply with the business purpose provided and if they are necessary to conduct University business. If not clearly documented, the business office will ask for additional details, and/or the expense may be disapproved or identified as non-compliant.
Below are some examples of business purposes that are insufficient and how to correct them.
Type of Expense
Insufficient Business Purpose
Information to include for the type of purchase
Appropriate Business Purpose Description
Purchase
100 custom imprinted key chains to use as swag for department.
The reason for needing the items must be clear, along with the flyer/program that shows these are for the event and not purchased to be given away as gifts.  The cost of these items should be minimal with no monetary value.
100 custom imprinted key chains to be used as promotional items for the NAME OF EVENT to be held by DEPARTMENT NAME on DATE to promote department to AUDIENCE.  Flyer/program is attached to backup documentation.
Conference
Wilbur to attend AMA Conference 2023.
Include the attendee, travel authorization number for the traveler, and start and end dates of travel.  If a student is traveling, it is necessary to provide an explanation of how the University benefits.
Wilbur Wildcat, Mascot, University of Arizona Athletics, to attend the 2023 AMA Conference in San Francisco, CA from Thursday, January 25th to Monday, January 29th. Here Wilbur will further advance his knowledge of marketing and communication. This information learned from this conference will lead to future philanthropic gifts to the University of Arizona and the recruitment of students.
Business Meeting
Pizza for lunch, 01/30/23
Provide the agenda/details of the meeting, the date and location where the meeting took place, and a list of attendees.
Pizza purchased for staff meeting on 1/30/2024 in Bear Down Gym to review data on UArizona student survey given at the end of the Fall semester. This data will be utilized to understand the UArizona student needs and further student recruitment and retention. A list of attendees is attached to the backup documentation.
Business entertainment
Pizza for student participation 12/04/23
A flyer/program should be included along with a description of the event and how it benefits the mission of the University.
Pizza will be provided to encourage participation in a survey to assist UArizona with feedback regarding student satisfaction with their respective degree programs. The goal of this event is to hear from students about what types of programs they would like to include for the upcoming Spring semester. This event will also allow all students to meet and network with other students majoring in other degrees on campus. This event will take place on 12/04/2023 at 12:00 pm in the South Ballroom in the Student Union. Please see the attachments for the flyer that was distributed to students.
Supplies
Coffee, bottle water, creamer
The purpose and intended consumers of these items should be clear since University funds can generally not be used to purchase these items for break room employee only consumption.
Purchase coffee, creamer and bottled water for meetings with visitors and customers to the Executive Office of the President.
Miscellaneous

Mac for Wilma.
The reason for needing the items must be clear. You must address who the items are going to and where they will be kept/housed.
14" Macbook Pro purchased for Wilma Wildcat, Mascot, University of Arizona Athletics, to complete daily office tasks. This laptop will be used in office, Old Main, 200, and while Wilma is working from home.

Some additional helpful links are below.  If you have any questions please contact the business office.
UA Financials PCard Policy https://financialservices.arizona.edu/payments/pcard/manual
UA Business Purpose https://financialservices.arizona.edu/accounting/business-purpose
Reasonable Expense Guide https://financialservices.arizona.edu/accounting/business-purpose/reasonable-expense
Sincerely,

[The University of Arizona block 'A' logo.]
Leslie Bonilla
Manager, Finance and Administration
School of Plant Sciences
THE UNIVERSITY OF ARIZONA

Forbes, 303
1140 E South Campus Dr | TUCSON, AZ 85721
Remote Thursday and Friday
Office: 520-621-8689 |
lesliebonilla at .arizona.edu<mailto:lesliebonilla at .arizona.edu>
cals.arizona.edu/spls<https://cals.arizona.edu/spls>

[Integrity, Compassion, Exploration, Adaptation, Inclusion, Determination]<https://brand.arizona.edu/signature>

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