1. Allowable Expenditures
Presented By: Nicole Perez

2. Procedures
Allowable Expenditures are updated frequently

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

4. Promotional Items

5. 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.

6. 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
Must be purchased by OPRM and distributed to departments, except for Student Outreach and Student Activities

7. 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)

8. 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

9. 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

10. Retreats

11. 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

12. 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)

13. 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

14. Food Purchases

15. 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

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

17. 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

18. 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

19. 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

20. 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

21. Gifts

22. 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

23. 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

24. Thank You!