Operating Policies and Procedures Manual

Effective Date: 07/01/96
Policy Number: 05-09
Section: Finance and Administration
Subject: Official Functions - Expenditures

POLICY

Arkansas State University, in addition to providing teaching, research, and service, serves the community as a social and cultural center. The president and other officials are often called upon, either in executive roles or as institutional representatives, to sponsor, support or participate in various functions. These functions, referred to as "official functions" in institutional accounting terminology and in which university officials are expected to participate, can take many different forms. Because of the position the university occupies in the community and because participation is expected and has been historically practiced, the expenditure of state-appropriated funds for such purposes is considered both necessary and appropriate.

Official Functions Categories

Events falling within the official functions designation can generally be categorized into one of the following major areas:

  1. Board of Trustees' activities

  2. Activities related to recognition of students for academic achievements and honors

  3. External committees and advisory groups

  4. Official university guests

  5. Receptions for special events

  6. Activities related to interviewing of prospective university employees

  7. Miscellaneous.
Reimbursement for these types of activities must be submitted on a Travel Reimbursement Form (TR-1) or a requisition form. If claiming other travel expenses, file on a TR-1. If no travel is involved, file on a requisition form per Procurement guidelines.

Non-allowable expenses

In no event should the expenditure of state-appropriated funds include the following:

  1. Expenses for individuals that are related to membership in local clubs, social or community organizations

  2. Dues for individuals to professional organizations

  3. Christmas cards or other similar printed greetings to institutional constituents

  4. Meals or expenses for groups or visitors to the campus not sanctioned by the institution or not in any way related to institutional business

  5. Expenses associated with any event which primarily celebrates the anniversary, wedding, birthday, or other significant moment in the life of an individual employee

  6. Alcoholic beverages.

PROCEDURES

See the following Procurement Services web site links for instructions for reimbursement of food purchases for on-campus and off-campus events:

Food Purchases for On-Campus Events

Food Purchases for Off-Campus Events

This page is maintained by Cassey Tune
Last updated on 08/08/2007