Discretionary Accounts
Definition
University accounts labeled “Discretionary” are established to provide greater flexibility in achieving the educational mission of Texas Woman’s University. Discretionary funds are designed to serve the University by enabling expenditures which may not be authorized using other funds. Although considered discretionary, the expenditures must be for the benefit of Texas Woman’s University.
Responsibility
The responsibility for prudent use of these funds in accordance with the policy and procedures stated herein is delegated to the Provost, Associate Provost, Vice-President, Associate Vice-President, Dean or Director. Those employees designated serve as account managers and possess spending authority for funds allocated to their accounts. With the best interest of the University as the basic premise, account managers are expected to exercise careful judgment to determine the reasonableness of each expenditure from these funds weighed against the ensuing benefit to the University. Internal audits will be performed periodically to insure consistent application of this and other appropriate policies, and accounts which are deemed to have been managed imprudently in the past will have reduced budgets in the future.
Funding Allocations
Funds will be allocated to the accounts on an annual basis as determined through the University’s Budgeting process. Large accumulations of funds designated as discretionary will be discouraged.
Expenditures
Expenditures from discretionary funds must be documented and processed in accordance with TWU’s Payment and Procurement policies. All pertinent records related to the receipt and disbursement of discretionary funds shall be maintained in accordance with University regulations.
Guidelines for expenditures are in the table below.
|
Category |
Transaction Type |
Guidelines |
|
Alcohol |
Alcoholic Beverages |
Not Permitted |
|
Awards |
Employee/Student Awards |
Not Permitted |
|
Cards |
Holiday/Greeting Cards |
Permitted |
|
Contributions |
Donations – This includes any type of contribution, the purchase of a table, or advertising relating to charitable events or organization. |
Not Permitted |
|
Dues |
Institutional/Individual |
Permitted - Must abide by TWU Policy #2.20. |
|
Flowers |
Congratulatory |
Not Permitted
Permitted |
|
Gifts |
Employees/donors/students or any organization |
Not Permitted |
|
Gratuities |
Tips or Gratuities |
Not Permitted |
|
Meals |
· Departmental Social Activity
|
Permitted
Permitted |
|
Professional Services |
Non-employee |
Permitted – Must adhere to TWU Policy #2.26. |
|
Student Activities |
Direct expenses for Orientations, |
Permitted |
|
Training/Registration Fees |
Employees |
Permitted |
|
Travel |
Employee -To supplement additional expenses not covered by State or other funds. |
Permitted in accordance with University travel policies. |
|
Tuition |
Employees |
Not Permitted |
page last updated 2/2/2010 12:16