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<p class="MsoNormal">Hello,<o:p></o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal">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.<o:p></o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
<ul type="disc">
<li class="MsoNormal" style="mso-margin-top-alt:auto;mso-margin-bottom-alt:auto;mso-list:l0 level1 lfo1;background:white">
<b><span style="color:black;mso-ligatures:none">What</span></b><span style="color:black;mso-ligatures:none"> is being purchased?</span><span style="mso-ligatures:none"><o:p></o:p></span></li><li class="MsoNormal" style="mso-margin-top-alt:auto;mso-margin-bottom-alt:auto;mso-list:l0 level1 lfo1;background:white">
<b><span style="color:black;mso-ligatures:none">Why </span></b><span style="color:black;mso-ligatures:none">is the purchase necessary and is it reasonable and appropriate for the University?</span><span style="mso-ligatures:none"><o:p></o:p></span></li><li class="MsoNormal" style="mso-margin-top-alt:auto;mso-margin-bottom-alt:auto;mso-list:l0 level1 lfo1;background:white">
<b><span style="color:black;mso-ligatures:none">Who</span></b><span style="color:black;mso-ligatures:none"> is the person that requested or needs the purchase? For events, this will include the audience or list of attendees.</span><span style="mso-ligatures:none"><o:p></o:p></span></li><li class="MsoNormal" style="mso-margin-top-alt:auto;mso-margin-bottom-alt:auto;mso-list:l0 level1 lfo1;background:white">
<b><span style="color:black;mso-ligatures:none">How</span></b><span style="color:black;mso-ligatures:none"> 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.</span><span style="mso-ligatures:none"><o:p></o:p></span></li><li class="MsoNormal" style="mso-margin-top-alt:auto;mso-margin-bottom-alt:auto;mso-list:l0 level1 lfo1;background:white">
<b><span style="color:black;mso-ligatures:none">Where</span></b><span style="color:black;mso-ligatures:none"> 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.</span><span style="mso-ligatures:none"><o:p></o:p></span></li><li class="MsoNormal" style="mso-margin-top-alt:auto;mso-margin-bottom-alt:auto;mso-list:l0 level1 lfo1;background:white">
<b><span style="color:black;mso-ligatures:none">When</span></b><span style="color:black;mso-ligatures:none"> is the event/activity taking place? Include all dates associated with this event/activity expense, especially when including travel time.</span><span style="mso-ligatures:none"><o:p></o:p></span></li></ul>
<p class="MsoNormal" style="mso-margin-top-alt:auto;mso-margin-bottom-alt:auto;background:white">
<span style="color:black;background:white">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.</span><span style="font-size:12.0pt;font-family:"Verdana",sans-serif;color:black;background:white">
</span><span style="color:black;background:white">If not clearly documented, the business office will ask for additional details, and/or the expense may be disapproved or identified as non-compliant.</span><span style="background:white"><o:p></o:p></span></p>
<p class="MsoNormal" style="mso-margin-top-alt:auto;mso-margin-bottom-alt:auto;background:white">
<span style="color:black;background:white">Below are some examples of business purposes that are insufficient and how to correct them.</span><span style="background:white"><o:p></o:p></span></p>
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<p class="MsoNormal" align="center" style="mso-margin-top-alt:auto;mso-margin-bottom-alt:auto;text-align:center">
<b><span style="color:black;mso-ligatures:none">Type of Expense</span><o:p></o:p></b></p>
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<p class="MsoNormal" align="center" style="mso-margin-top-alt:auto;mso-margin-bottom-alt:auto;text-align:center">
<b><span style="color:black;mso-ligatures:none">Insufficient Business Purpose</span><o:p></o:p></b></p>
</td>
<td width="338" valign="top" style="width:253.6pt;border:solid windowtext 1.0pt;border-left:none;background:#D9E2F3;padding:0in 5.4pt 0in 5.4pt">
<p class="MsoNormal" align="center" style="mso-margin-top-alt:auto;mso-margin-bottom-alt:auto;text-align:center">
<b><span style="color:black;mso-ligatures:none">Information to include for the type of purchase</span><o:p></o:p></b></p>
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<p class="MsoNormal" align="center" style="mso-margin-top-alt:auto;mso-margin-bottom-alt:auto;text-align:center">
<b><span style="color:black;mso-ligatures:none">Appropriate Business Purpose Description</span><o:p></o:p></b></p>
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<p class="MsoNormal" style="mso-margin-top-alt:auto;mso-margin-bottom-alt:auto"><span style="mso-ligatures:none">Purchase<o:p></o:p></span></p>
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<p class="MsoNormal" style="mso-margin-top-alt:auto;mso-margin-bottom-alt:auto"><span style="mso-ligatures:none">100 custom imprinted key chains to use as swag for department.<o:p></o:p></span></p>
</td>
<td width="338" valign="top" style="width:253.6pt;border-top:none;border-left:none;border-bottom:solid windowtext 1.0pt;border-right:solid windowtext 1.0pt;padding:0in 5.4pt 0in 5.4pt">
<p class="MsoNormal" style="mso-margin-top-alt:auto;mso-margin-bottom-alt:auto"><span style="mso-ligatures:none">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. <o:p></o:p></span></p>
</td>
<td width="810" valign="top" style="width:607.5pt;border-top:none;border-left:none;border-bottom:solid windowtext 1.0pt;border-right:solid windowtext 1.0pt;padding:0in 5.4pt 0in 5.4pt">
<p class="MsoNormal" style="mso-margin-top-alt:auto;mso-margin-bottom-alt:auto"><span style="mso-ligatures:none">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.<o:p></o:p></span></p>
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<p class="MsoNormal" style="mso-margin-top-alt:auto;mso-margin-bottom-alt:auto"><span style="mso-ligatures:none">Conference<o:p></o:p></span></p>
</td>
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<p class="MsoNormal" style="mso-margin-top-alt:auto;mso-margin-bottom-alt:auto"><span style="mso-ligatures:none">Wilbur to attend AMA Conference 2023.<o:p></o:p></span></p>
</td>
<td width="338" valign="top" style="width:253.6pt;border-top:none;border-left:none;border-bottom:solid windowtext 1.0pt;border-right:solid windowtext 1.0pt;padding:0in 5.4pt 0in 5.4pt">
<p class="MsoNormal" style="mso-margin-top-alt:auto;mso-margin-bottom-alt:auto"><span style="mso-ligatures:none">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.<o:p></o:p></span></p>
</td>
<td width="810" valign="top" style="width:607.5pt;border-top:none;border-left:none;border-bottom:solid windowtext 1.0pt;border-right:solid windowtext 1.0pt;padding:0in 5.4pt 0in 5.4pt">
<p class="MsoNormal" style="mso-margin-top-alt:auto;mso-margin-bottom-alt:auto"><span style="mso-ligatures:none">Wilbur Wildcat, Mascot, University of Arizona Athletics, to attend the 2023 AMA Conference in San Francisco, CA from Thursday, January 25<sup>th</sup>
to Monday, January 29<sup>th</sup>. 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.
<o:p></o:p></span></p>
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<p class="MsoNormal" style="mso-margin-top-alt:auto;mso-margin-bottom-alt:auto"><span style="mso-ligatures:none">Business Meeting<o:p></o:p></span></p>
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<p class="MsoNormal" style="mso-margin-top-alt:auto;mso-margin-bottom-alt:auto"><span style="mso-ligatures:none">Pizza for lunch, 01/30/23<o:p></o:p></span></p>
</td>
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<p class="MsoNormal" style="mso-margin-top-alt:auto;mso-margin-bottom-alt:auto"><span style="mso-ligatures:none">Provide the agenda/details of the meeting, the date and location where the meeting took place, and a list of attendees.<o:p></o:p></span></p>
</td>
<td width="810" valign="top" style="width:607.5pt;border-top:none;border-left:none;border-bottom:solid windowtext 1.0pt;border-right:solid windowtext 1.0pt;padding:0in 5.4pt 0in 5.4pt">
<p class="MsoNormal" style="mso-margin-top-alt:auto;mso-margin-bottom-alt:auto"><span style="mso-ligatures:none">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.
<o:p></o:p></span></p>
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<p class="MsoNormal" style="mso-margin-top-alt:auto;mso-margin-bottom-alt:auto"><span style="mso-ligatures:none">Business entertainment<o:p></o:p></span></p>
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<p class="MsoNormal" style="mso-margin-top-alt:auto;mso-margin-bottom-alt:auto"><span style="mso-ligatures:none">Pizza for student participation 12/04/23<o:p></o:p></span></p>
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<p class="MsoNormal" style="mso-margin-top-alt:auto;mso-margin-bottom-alt:auto"><span style="mso-ligatures:none">A flyer/program should be included along with a description of the event and how it benefits the mission of the University.<o:p></o:p></span></p>
</td>
<td width="810" valign="top" style="width:607.5pt;border-top:none;border-left:none;border-bottom:solid windowtext 1.0pt;border-right:solid windowtext 1.0pt;padding:0in 5.4pt 0in 5.4pt">
<p class="MsoNormal" style="mso-margin-top-alt:auto;mso-margin-bottom-alt:auto"><span style="mso-ligatures:none">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.<o:p></o:p></span></p>
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<p class="MsoNormal" style="mso-margin-top-alt:auto;mso-margin-bottom-alt:auto"><span style="mso-ligatures:none">Supplies<o:p></o:p></span></p>
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<td width="125" valign="top" style="width:93.5pt;border-top:none;border-left:none;border-bottom:solid windowtext 1.0pt;border-right:solid windowtext 1.0pt;padding:0in 5.4pt 0in 5.4pt">
<p class="MsoNormal" style="mso-margin-top-alt:auto;mso-margin-bottom-alt:auto"><span style="mso-ligatures:none">Coffee, bottle water, creamer<o:p></o:p></span></p>
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<td width="338" valign="top" style="width:253.6pt;border-top:none;border-left:none;border-bottom:solid windowtext 1.0pt;border-right:solid windowtext 1.0pt;padding:0in 5.4pt 0in 5.4pt">
<p class="MsoNormal" style="mso-margin-top-alt:auto;mso-margin-bottom-alt:auto"><span style="mso-ligatures:none">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. <o:p></o:p></span></p>
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<td width="810" valign="top" style="width:607.5pt;border-top:none;border-left:none;border-bottom:solid windowtext 1.0pt;border-right:solid windowtext 1.0pt;padding:0in 5.4pt 0in 5.4pt">
<p class="MsoNormal" style="mso-margin-top-alt:auto;mso-margin-bottom-alt:auto"><span style="mso-ligatures:none">Purchase coffee, creamer and bottled water for meetings with visitors and customers to the Executive Office of the President. <o:p></o:p></span></p>
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<p class="MsoNormal" style="mso-margin-top-alt:auto;mso-margin-bottom-alt:auto"><span style="mso-ligatures:none">Miscellaneous<o:p></o:p></span></p>
<p class="MsoNormal" style="mso-margin-top-alt:auto;mso-margin-bottom-alt:auto"><span style="mso-ligatures:none"><o:p> </o:p></span></p>
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<p class="MsoNormal" style="mso-margin-top-alt:auto;mso-margin-bottom-alt:auto"><span style="mso-ligatures:none">Mac for Wilma.<o:p></o:p></span></p>
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<p class="MsoNormal" style="mso-margin-top-alt:auto;mso-margin-bottom-alt:auto"><span style="mso-ligatures:none">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.<o:p></o:p></span></p>
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<p class="MsoNormal" style="mso-margin-top-alt:auto;mso-margin-bottom-alt:auto"><span style="mso-ligatures:none">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. <o:p></o:p></span></p>
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<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal" style="line-height:200%"><o:p> </o:p></p>
<p class="MsoNormal" style="line-height:200%">Some additional helpful links are below. If you have any questions please contact the business office.<o:p></o:p></p>
<p class="MsoNormal" style="line-height:200%">UA Financials PCard Policy <a href="https://financialservices.arizona.edu/payments/pcard/manual">
https://financialservices.arizona.edu/payments/pcard/manual</a><o:p></o:p></p>
<p class="MsoNormal" style="line-height:200%">UA Business Purpose <a href="https://financialservices.arizona.edu/accounting/business-purpose">
https://financialservices.arizona.edu/accounting/business-purpose</a> <o:p></o:p></p>
<p class="MsoNormal" style="line-height:200%">Reasonable Expense Guide <a href="https://financialservices.arizona.edu/accounting/business-purpose/reasonable-expense">
https://financialservices.arizona.edu/accounting/business-purpose/reasonable-expense</a><o:p></o:p></p>
<p class="MsoNormal" style="line-height:200%">Sincerely, <o:p></o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
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<p class="MsoNormal"><b><span style="font-size:14.0pt;color:#0C234B;mso-ligatures:none">Leslie Bonilla</span></b><span style="font-size:10.0pt;color:#495057;mso-ligatures:none"><br>
Manager, Finance and Administration<br>
School of Plant Sciences<br>
THE UNIVERSITY OF ARIZONA<br>
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Forbes, 303<br>
1140 E South Campus Dr | TUCSON, AZ 85721<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:10.0pt;color:#495057;mso-ligatures:none">Remote Thursday and Friday<br>
Office: 520-621-8689 </span><span style="font-size:9.0pt;color:#767676;mso-ligatures:none">|
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<a href="mailto:lesliebonilla@.arizona.edu"><span style="color:#495057">lesliebonilla@.arizona.edu</span></a><br>
<b><a href="https://cals.arizona.edu/spls"><span style="color:#8B0015">cals.arizona.edu/spls</span></a></b><br>
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<p class="MsoNormal"><a href="https://brand.arizona.edu/signature"><span style="color:blue;text-decoration:none"><img border="0" width="400" height="96" style="width:4.1666in;height:1.0in" id="Picture_x0020_2" src="cid:image002.png@01DA2F2B.BAFEC950" alt="Integrity, Compassion, Exploration, Adaptation, Inclusion, Determination"></span></a><span style="mso-ligatures:none"><o:p></o:p></span></p>
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