President's Directive 11

Expenditure of University Funds

This Directive addresses expenditures related to hospitality; event attendance; get-well gestures; guest travel; gifts, awards, promotional items; and memorial donations.

Expenditures must:

be in accordance with IRS guidelines, State regulations, and CSU policies;

be directly related to, or associated with, the active conduct of official university business;

comply with restrictions imposed by the funding source(s);

be cost effective and in accordance with the best use of public funds; and

serve a clear university business purpose, with no personal benefit derived by the official host or other university employees.

 

Authority

This Directive is based on authority and direction derived from:

Education Code on the authorities of the Trustees (Sections 66600, 89030, and 89035);

Education Code and Title 5 regarding campus community relations funds (Section 89044 and Sections 41600 and 41601, respectively);

Title 5 regarding the authority of the campus President to require auxiliary organizations to operate in conformance with campus policies (Section 42402);

Chancellor's Office Executive Orders on Delegation of Fiscal Authority and Responsibility and Hospitality, Payment or Reimbursement of Expenses; and

IRS Code sections on fringe benefit income and business expenses.

 

Scope

This Directive applies to all university administrators, faculty, staff and organizations, including student organizations and auxiliaries and may be modified as necessary by the University President. Unless stated otherwise, the University President has delegated approval authority for expenditures, covered in this directive, to Division Heads, who may, unless stated otherwise, delegate this authority in writing to others.

 

Implementation

This Directive will be implemented in accordance with the "Administrative Guidelines for Implementing President's Directive 11."

The Vice President for Administration & Finance/CFO is responsible for maintaining and updating these administrative guidelines as necessary.

 

Accountability

Under no circumstances may an individual be delegated authority to approve hospitality expense he/she incurs, nor may a subordinate approve a hospitality expense incurred by his/her supervisor.

Unapproved or disallowed expenditures will be the personal obligation of the individual incurring the expense.

University administrators, faculty and staff are responsible for complying with this Directive and applicable implementation procedures. Failure to comply may result in disciplinary action pursuant to the applicable collective bargaining agreement or, for non-represented employees, applicable administrative policies or procedures.

Questions related to this policy may be directed to Contracts and Procurements at extension 2411, or email at Directive11@fullerton.edu.

 

Milton A. Gordon,
President
April 8, 2002
(revised and reissued August 15, 2011)