ÌÇÐÄÊÓƵ

• With Spend Authorization – This should be used for all expenses that are associated with travel. (i.e. Expense Report for parking fees during a conference attended in Boulder, Colorado)
   
• Without Spend Authorization – This should be used for all expenses NOT associated with travel (i.e. Expense Report for supplies needed to teach a class)

All employees who receive payroll funds via direct deposit will also receive expense report payments by direct deposit. A paper remittance notification will not be issued. Payment status can be monitored on the . Select "One Stop Vendor Payment Inquiry” and follow the registration process.

Expense Reports submitted in Workday with missing documentation or requiring changes will be returned for correction.

The State of Maryland still requires signatures on Expense Reports.  These signatures can be acquired via one of the following methods:

• Complete and sign the Expense Report Signature Page (PDF) and upload it to Workday with other support documents;
• Complete and sign the “old” Expense Report Form (Excel); or Respond and sign via Adobe Sign initiated by the Travel Accounting Associate.

As per the Comptroller of Maryland Accounting Policies Procedures Manual, the following are some of the more commonly requested prohibited purchases (this list is not all-inclusive):

"Invoices for funeral flowers, special gifts, or other emoluments* will not be paid to any vendor(s) from the State Treasury. These are personal expenses and are chargeable to the individual(s) incurring such expenses."

Employees should not purchase equipment and supplies or any goods that should be processed by Procurement.

A department head must justify, in writing, SU's Accounts Payable Office and the State of Maryland the purpose of any questionable expenditure. A decision will be made to determine if the expense is in accordance with state regulations currently in effect. ÌÇÐÄÊÓƵ's Accounts Payable Office staff will continue to screen all invoices for unallowable expenditures. A determination will be made upon receipt of the justification as to whether it will be submitted to the State Treasury for payment. Please keep in mind, even though the Accounts Payable Director may approve the item(s) to be submitted for payment, there is no guarantee that the payment will occur. If the request for payment is rejected either by the Accounts Payable Office or the State Treasury in Annapolis, the department incurring the expense must personally pay for the item(s).

Any justification for payment should be in the form of an SU memo and uploaded as backup documentation for the associated expenditure in Workday.

ProCard (VISA) purchases will also be audited for compliance with state regulations.

*Compensation or payment from an office or employment (the purchase of coffee pots, microwaves, food/party items, etc. is also considered an emolument and therefore not reimbursable).

It is the policy of ÌÇÐÄÊÓƵ that its food services will ordinarily be furnished by our Dining Services Department to support University functions. Food/meals may only be charged to certain non-budgeted/research/grant account codes (no budgeted departmental accounts).

Direct purchases of off-campus food and off-campus food services by campus departments are appropriate only when required to support the following:

1. off-campus business-related activities for which dining services are not available; pre-approval is required and must include a list of attendees, meeting agenda or purpose of the business-related gathering;
2. any organized student activity as approved by the Dean of Student Affairs or designee; (i.e.... pizza is ordered for dinner for SGA Senators working 5-11 p.m. Thursday evening preparing for homecoming activities the following Friday evening);
3. support any research/grant business activity as identified and approved in the grant/contract approved budget; (i.e....authoring team for NSF grant has business dinner meeting; money was budgeted in the grant to cover meals during a business meeting);
4. any intercampus meeting hosted by SU; (i.e....statewide meeting for Academic Vice Presidents hosted by SU);
5. any faculty/staff off-campus recruiting meal by designated personnel; (i.e....Academic Dean and School Dean have business lunch meeting/interview in Baltimore with prospective candidate for Perdue Business School vacancy); receipt must be itemized by participant and attending employee(s) must abide by current per diem allowances;
6. conferences, convocations, and other "special events" deemed necessary which are on behalf of or substantially involve non-SU personnel; (i.e....President and Academic Vice President take convocation speaker and prominent guests to lunch after graduation ceremony); and
7. provide sustenance where unusual hours or places of work necessitate providing food to university related work groups performing university services as authorized by the appropriate Dean or Vice President; (i.e....volunteer SU employees working/chaperoning from 5-11 p.m. for Dining Services' annual Las Vegas Night).

All meal/food reimbursements will be in accordance with the current standard State of MD/USM per person per diem meal rates.

UNDER NO CIRCUMSTANCE WILL ALCOHOLIC BEVERAGES BE PAID OR REIMBURSED.

University funds shall not be used to provide or reimburse employees for meals during the course of normal working hours nor to obtain food for social or celebratory gatherings, office parties, Christmas parties, retirement receptions, etc.

Procedure

1. Catering and other support from University Dining Services shall be paid by processing an interagency workorder/voucher. The nature of the event shall be noted in the internal work order.
2. Food services and products may be obtained by campus departments from an outside vendor after verifying non-availability of UDS and only when consistent with the above policies.  
3. Certain non-perishable food items purchased from a vendor may be processed without UDS clearance if approved by the department/school dean for and on behalf of an organized student organization.
4. Purchases made by employees using personal funds must be submitted for reimbursement as an Expense Report in Workday along with all original receipt(s).

In all cases, the nature of the event must be described in sufficient detail to allow a reviewer to verify the propriety of the purchase(s). All attendees must be documented and the list supplied to Accounts Payable.   

Payment requests not conforming to the above policies may be returned without payment by the Assistant Director of Accounts Payable or the State General Accounting Division. It will then be the responsibility of the issuing department to make the appropriate restitution to the vendor(s) involved.