Allowable Expenditures Presented By: Nicole Perez

Procedures Allowable Expenditures are updated frequently

Procedures College is a public institution Front page newspaper test Refer to full version of Allowable Expenditure Procedures on the website

Promotional Items

Promotional Items Items that bear the STC name, logo or approved College artwork and are intended to promote the College, build a college going culture, and build brand identity and loyalty Examples: pens, pencils, sport packs, water bottles, lanyards, canvas bags, koozies, folders, key chains, etc.

Promotional Items Must be intended for official business, reasonable and relevant Must not be intended for presentation to College employees Must be charged to the “Promotional/Advertising” expense account code 710006 Must be purchased by OPRM and distributed to departments, except for Student Outreach and Student Activities

Promotional Items Instructional Printed Marketing Organizations Must be used for printed materials such as flyers, banners, table covers, etc. Cannot be used to purchase promotional items Cannot be used for advertising through media (television, radio, magazines, newspapers)

Promotional Items Self-Supporting Auxiliary Conferences Must purchase printed marketing materials from their auxiliary conference budget Promotional items and advertising must be purchased by OPRM; expenses may be transferred to the auxiliary conference organization through an IDT IDTs will be determined by OPRM

Promotional Items Inventory of promotional items may be maintained by Student Outreach and OPRM IDTs may not be used for promotional items in the unrestricted fund, however budget transfers may be processed if the cost is significant

Retreats

Retreats A work and/or training meeting for a department for the purpose of operational or strategic planning Must conduct bona fide College business and not be used for amusement, recreational, or social purposes Primary purpose of retreat must not be for presenting awards, gifts or other employee recognition activities

Retreats Required documentation: Budget-approved by the President or Division Vice President prior to event Designate the organization code that will provide funding Agenda Justification List of Attendees Date Location (on campus)

Retreats Approval for retreat must be obtained at least 4 weeks in advance Must be conducted by directors, deans, or higher level administrators Must be held on campus, unless approved by the President or Division Vice President Must be held only once a year

Food Purchases

Food Purchases Light Refreshments: Beverages-coffee, tea, bottled water, juice, soda Food-pastries, fruit, chips, cookies and cake Light Meal-sandwich trays, wraps, pizza Regular Meal-full catered meal

Food Purchases Expense must be kept to a minimum Preference must be given to College services Must be expended from the Auxiliary fund

Food Purchases Cannot be used for: Celebration of employee personal events (birthdays, weddings, graduations, showers, welcome/farewell parties) Non-College wide meals or refreshments for holiday celebrations Non-College wide meals or refreshments for annual observances Department/division parties or entertainment Department/division employee appreciation events

Food Purchases For STC Employees, Regular Meals: Must be provided during bona fide business meetings, trainings, retreats lasting a minimum of 4 hours, and The primary purpose of the event is not the meal, and The event does not occur more frequently than once per semester, and The meal may not occur at the beginning or end of the event

Food Purchases For STC Employees, Light Meals and Light Refreshments: Light Meals may be provided during bona fide business meetings and training sessions lasting a minimum of 2 hours Light Refreshments may be provided during bona fide business meetings and training sessions lasting less than 2 hours

Food Purchases Required Documentation: Purpose of Event-how does it benefit the individual and the College Agenda List of Attendees Statement-why are attendees required to attend Expected Total Cost Beginning and Ending Date and Time Must be submitted to Purchasing prior to event

Gifts

Gifts Gifts do not include plaques, pins, certificates, and awards For Speakers/Presenters: Non-Cash gifts must be approved before they are presented Only the STC logo and approved artwork may be printed, typed, painted, and/or engraved on the gift

Gifts For Employees: Gifts to employees are not allowed, unless approved by the President Plaques or certificates may be purchased for employees retiring from the College Employee must have worked for College for at least 5 years Total cost must not exceed $100

Thank You!