[Plantsci] FW: Action Required: Review New Expenditure Policy and Procedures

Fri Aug 30 05:20:27 MST 2024

Hi everyone,

Some recent policy changes from Central Administration have been shared with us recently. They are very important, so we are highlighting the key elements here.

We want to emphasize that if these policies are not followed, P-card transactions or reimbursement requests may be denied. When P-card transactions are denied, users may have to repay the cost personally and, if issues are repeated, users may lose their P-cards.

We can discuss at a future unit meeting, but since these are effective immediately, we wanted to provide you with some updates.

Please, and this cannot be emphasized enough, if you have any questions regarding any policy or change, please reach out to the SPLS business office before any charges or purchases are made for guidance.

Thank you,

Kevin, Jen, and Betsy

---

I. As a reminder, ALVSE policies are still in effect, in addition to any made by Central Administration:

Business Meeting and Entertainment Required Practice | ALVSCE Compass: Employee Resources (arizona.edu)<https://compass.arizona.edu/business-meeting-and-entertainment-required-practice>

Purchasing Card Required Practices | ALVSCE Compass: Employee Resources (arizona.edu)<https://compass.arizona.edu/purchasing-card-required-practices>

II. Key elements of the policies from Central Administration:

Allowable Business Meals:

1.     Business-Related meetings or events where External Parties are present, and their attendance is necessary for the business being conducted. If hosting prospective faculty or staff, University funds can only be used to pay for a Business Meal for the candidate, a guest of the candidate, the hiring committee chair, and one other member of the unit.

2.     Business Meals must maintain a Reasonable cost per person, including tax and tip. Business Meals exceeding the following guideline for Reasonable cost require a memo documenting justification signed by a dean or department head and are subject to additional review that will result in processing delays.
a. Light refreshments $10
b. Breakfast $25
c. Lunch $30
d. Dinner $60

3.     Business Meals require a valid Business Purpose and the following supporting documentation:  (not new just needs to be restated)
a. Agenda or program,
b. Date and location,
c. Itemized receipt or invoice, and
d. List of attendees and their relationship to the University.

4.     All Business Meals, except for water provided in public areas, must be for a specific Allowable meeting or event and accompanied by the required supporting documentation above. Purchasing an on-hand supply of coffee, tea, or snacks for future meetings or events is not permitted.

Apparel Policy:

  1.  Purchase of Apparel is only Allowable with a compelling Business Purpose that demonstrates wearing the prescribed Apparel item:
a.     Fosters public safety by making the employee identifiable to the public as a figure of authority or when the employee's duties require access to property in an official capacity (e.g., law enforcement officers),
b.     Identifies employees in externally facing positions for security reasons (see FAQ 1<https://policy.fso.arizona.edu/fsm/900/921#faq>),
c.     Maintains employee safety (see FAQ 2<https://policy.fso.arizona.edu/fsm/900/921#faq>),
d.     Prevents employee hardship where the nature of the job soils or destroys clothing more than normal wear and tear (e.g., painters, custodial, maintenance personnel), or
e.     Maintains standards of sanitation such as in the preparation of foods

2.     Apparel must be maintained in inventory and loaned to employees for on-the-job wear. The unit is responsible for the collection of loaned items upon termination of employment. Items maintained in inventory are not considered taxable income to the employee, but any items not returned as required become taxable as wages and reportable on the employee's W-2

3.     Allowable Apparel, other than Uniforms, safety gear (see FAQ 2<https://policy.fso.arizona.edu/fsm/900/921#faq>), and items maintained in inventory, is taxable as wages and reportable on the employee's W-2.

4.     Purchase of Apparel for non-employee students is Allowable with a Business Purpose when it:
a.     Identifies the student as a member of an officially recognized University organization (e.g., marching band),
b.     Is required for University sponsored camps, competitions, or performances, or
c.     Is required to be provided to student athletes.

 Here are a few helpful links.
Business Purpose Guide<https://financialservices.arizona.edu/accounting/business-purpose>
Reasonable Expense Guide<https://financialservices.arizona.edu/accounting/business-purpose/reasonable-expense>
Business Meals Policy<https://policy.fso.arizona.edu/fsm/900/913>
Apparel policy<https://policy.fso.arizona.edu/fsm/900/921>

From: John Arnold and Garth Perry <svpcfo at comms.arizona.edu<mailto:svpcfo at comms.arizona.edu>>
Sent: Wednesday, August 28, 2024, 2:40 PM
To: Ratje, Jeffrey M - (jmratje) <jmratje at arizona.edu<mailto:jmratje at arizona.edu>>
Subject: Action Required: Review New Expenditure Policy and Procedures

New restrictions on purchasing food and apparel, using PCards, and hosting employee recognition events.

To view this email as a web page, go here.<https://view.comms.arizona.edu/?qs=84f32e2992552c938a628b0cc6fc19551a2410f2f8f0c0d7887c87ea12bfa199e35624b6628cb1eabdec6a2ad9cf33aede2c0d13f5467a3c59906546f9d15ddb03e349eefaf3c16dece525df430ed0e0>
[THE UNIVERSITY OF ARIZONA]<https://click.comms.arizona.edu/?qs=4dd5dcc803db811dc5e52252550526dcfaa0d47f2cfbcf045c80badf186acd1f59d69ce7860b0ed0e1cf71781fe2a959c01639324259a6b6>
August 28, 2024, 2:39 p.m.

[Place Logo Description Text here]<https://click.comms.arizona.edu/?qs=4dd5dcc803db811d17ea32e79ddc79d36b781635f70f81ee209c23206940722adb0d8c1af6ae171f710f90b792ddacfb3e1f17f7f7bd6a90>

Dear university leaders,

To support the university's financial health and budgetary goals, Business Affairs has updated the Expenditure Policy and Procedures<https://click.comms.arizona.edu/?qs=4dd5dcc803db811d7243cee3ed2eb677b109a011b8887c549e3982a27eb7519f5608b5a5b01f4012bfb41d8bd8f8b5f257273b18eb236259> (Financial Services Manual Policy 9.0) to reduce spending and administrative costs.

You will find an overview of the policy updates in this UAnnounce memo<https://click.comms.arizona.edu/?qs=4dd5dcc803db811d78900d428d2d3b4620777e488194c16ae71fb9061efe68b8b84f95e148f5e60cc2cec669c728f6d578535e31d9fc11ae>, which will be included in the UAnnounce Weekly Digest email to all university employees on Thursday, Aug. 29. We will discuss these changes in detail with university business officers at their next regular meeting on Tuesday, Sept. 3.

What you need to know

  *   The financial policy changes include the addition of two new policies and updates to several existing policies under the university's Expenditure Policy and Procedures. These changes establish new guidelines for purchasing food and apparel, using PCards and hosting employee recognition events.
  *   The new and updated financial policies are effective immediately and apply to all units and locations, including all university extensions, satellite locations, and off-site campus units, both domestic and international.
  *   These changes have been reflected in the Financial Services Manual<https://click.comms.arizona.edu/?qs=4dd5dcc803db811da71523e2787f114fe2892bd85277481aa0d3761990204c09fc52119effa008166a55cc7f6d4bb9f747b57ca878ac8c2a>.

Action required

We ask business officers and university leaders to carefully review the financial policies<https://click.comms.arizona.edu/?qs=4dd5dcc803db811dd6d8533a9df0bc75ac5366f482fad46d5a55f55a9d9d51cd9aa669484c6936c02a1340efce35688579f7a33a3cdfd1dc> and work together to communicate relevant changes within their unit to ensure compliance.

The changes to our financial policies are in line with the university's financial action plan<https://click.comms.arizona.edu/?qs=4dd5dcc803db811df15a1a0b99e8e33c45a5b3d03c80f224e9d5aec06c0e05f4c102da89748b33e46f532eb34e163f7defeaa1d4f7e0f552>. They reflect our fiduciary responsibility as a public institution to ensure that discretion is exercised when spending public funds.

We appreciate your continued commitment to the university's financial health.

Sincerely,

John Arnold
Senior Vice President, Chief Operating and Chief Financial Officer

Garth Perry
Vice President of Finance and Chief Budget Officer
The University of Arizona
Information and resources

  *   Overview of the policy changes - UAnnounce memo<https://click.comms.arizona.edu/?qs=4dd5dcc803db811d93a69c40755f9f874c59b695ad487da245504b90f26b8d536c12122f5fbaed014f29466ed68b17e222a96730173c9804>
  *   Expenditure Policy and Procedures<https://click.comms.arizona.edu/?qs=4dd5dcc803db811db9f5b672d8a3a397981d667b0dbe721cf989be12f3e73fd5f50ccb9e82b09de2582b94569ca7b451500e1383f185f466>
  *   Financial Services Manual<https://click.comms.arizona.edu/?qs=4dd5dcc803db811da71523e2787f114fe2892bd85277481aa0d3761990204c09fc52119effa008166a55cc7f6d4bb9f747b57ca878ac8c2a>

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Land Acknowledgment<https://click.comms.arizona.edu/?qs=4dd5dcc803db811d6ecc0ae61337971f26342f6812c4ba2fb4fa43082ef8db7b969f06c85c78c7aa69f5ca94fa9ef40961c318127e87ffc4>

We respectfully acknowledge the University of Arizona is on the land and territories of Indigenous peoples. Today, Arizona is home to 22 federally recognized tribes, with Tucson being home to the O'odham and the Yaqui. Committed to diversity and inclusion, the University strives to build sustainable relationships with sovereign Native Nations and Indigenous communities through education offerings, partnerships, and community service.

Division Business Services Website: https://compass.arizona.edu/dbs
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