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Definition

The Friends Accounts are funded with private donations awarded to benefit the mission of Texas Woman’s University, specifically the departments identified.  These accounts are structured as follows:  19.350.xx.xxxx.xxxx.000xxxxx

Responsibility

The account holders are responsible for prudent use of these funds.    Account managers are expected to exercise careful judgment to determine the reasonableness of each expenditure from these funds weighed against the

Funding

The funding of these accounts relies solely on donations from private sources.  Balances are carried forward from year to year.    

Expenditures

Expenditures from Friends Accounts must be documented and processed in accordance with TWU’s Procurement policies.  All pertinent records related to the receipt and disbursement of these funds shall be maintained in accordance with University regulations.  

The guidelines for spending authority are contained in the table below.  For items not specifically listed, contact Pam Wilson in Procurement Services.

Category

Transaction Type

Guidelines

Alcohol

Alcoholic  Beverages

Not Permitted

Advertising

Media, periodicals

Permitted

Awards

Employee/Student Awards

Permitted

Building

Maintenance, repairs

Permitted

Cards

Holiday/Greeting Cards

Permitted

Computer Equipment

Hardware, supplies, software, maintenance

Permitted

Contracted Services

Guest Lecturers, Speakers, Temporary Agencies

Permitted

Contributions

Donations, Purchase of tables, sponsorships

Permitted

Copiers

Rentals, purchases, maintenance

Permitted

Memberships & Dues

Institutional/Individual

Permitted (See TWU Policy 2.20)

Equipment

Expensed & Capitalized

Permitted

Fees

Registration, Inspection, Usage, Conferences

Permitted

Food & Refreshments

Meals, snacks, receptions

Permitted (See Food Purchase Justification Form)

Flowers

Congratulatory or Condolences

Permitted

Furniture

Desks, Chairs,  Lab, Shelves

Permitted

Gifts

Employees, donors, students, guests

Permitted

Gift Cards

Any type - Visa, Starbucks, Walmart, etc.

Not Permitted

Gratuities

Tips or Gratuities

Permitted

Printing

Services

Permitted (See TWU Policy 2.32)

Professional Services

Non-employee

Permitted (See TWU Policy 2.26)

Promotional Items

t-shirts, cups, flash drives

Permitted

Supplies

Office, Janitorial

Permitted

Telecommunications

Services, equipment, supplies

Permitted

Registration Fees

Employees/Students

Permitted

Travel

Employee, Prospective Employee

Permitted (See Travel policies)

Uniforms

TWU Staff

Permitted

 

page last updated 8/21/2013 2:52 PM