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 5/20/2013 3:22 PM