Expense Request Form - Kent State University



2735580000 5431155246380?Shadow System Entry ?Budget Reconciliation ?P-Card Review ?P-Card Approval 00?Shadow System Entry ?Budget Reconciliation ?P-Card Review ?P-Card Approval -28575249555Actual Amount: Index Number: Account Code: ?P-Card?Check Request ?FlashCart–DirectPay (PO)?Bookstore ?IDC/COR ?Expense Reimbursement ?ACME?Hungry Howies ?TraveLine ?Flash Technology Center00Actual Amount: Index Number: Account Code: ?P-Card?Check Request ?FlashCart–DirectPay (PO)?Bookstore ?IDC/COR ?Expense Reimbursement ?ACME?Hungry Howies ?TraveLine ?Flash Technology CenterExpense Request Form391668019685GBEX Is this a Back Order??Yes ?NoNew Amount: _______00GBEX Is this a Back Order??Yes ?NoNew Amount: _______ This form is used to request approval for all expenditures within University College prior to any plete and forward this form to your department director prior to making any plete purchase and attach this form along with original invoice to the department administrative support for payment processing (Check Request, Direct Pay/PO through FlashLine, Expense Reimbursements, etc.).Dean approval is required only for purchases that exceed $1,000 or that were not included in department’s initial budget request.Date: DATE \@ "dddd, MMMM dd, yyyy" Tuesday, October 25, 2016Requestor: Click here to enter text. ERF Prepared By: Click here to enter text.Vendor Name: Click here to enter text.Estimated Cost: Click here to enter text.It is your responsibility to inform vendor of the university’s tax exempt status.Items to be Purchased: Click here to enter text.Purpose of Expense (Be Specific): Click here to enter text.Program Name (e.g., Welcome Weekend – Blast Off): Click here to enter text.The number of anticipated guests: Click here to enter text.Documentation of guests or Sign-In Sheet is required. Please use the check box to indicate the Index Number to be allocated. ?Academic Diversity 101562 ? Exploratory Advising Center 101146? TRIO: McNair Cost Share C01010 ?Academic Engagement 101420 ? National Student Exchange 220257 ? TRIO: SSS 401011 ?Alternative Credit 101454 ? OEECE 101050 ? TRIO: SSS Cost Share C01011 ?Campus Kitchen 220915 ? Student Success Programs 101313 ? UC Technology 101437?Career Exploration 100247? Supplemental Instruction 101212 ? University College 101141?DKS/WW 101376?Transfer Kent State 101478 ? University Tutoring 100252?EXCEL Living and Learning 101075? TRIO: McNair Scholars 401010 ?__________________ ______Department Director: _______________________________Date: __________? Approved? DeniedAssistant Dean: ____________________________________Date: __________? Approved? DeniedDean (If Applicable): _______________________________ Date: __________? Approved? Denied2712720-6858000Student Functions: Student Functions are identified as any informal social gatherings (i.e. Ice skating, attending a game, etc. ). If staff or faculty do participate, the event is no longer a pure student function and requires an extra level of approval at the EO level. Pure student functions should be charged to 77034 and do not require EO approval. Student functions in which only students participate, you can charge to 77034, use a p-card (food/refreshments prohibited), and by-pass Provost Office approval. Student functions which include one or more faculty or staff should be charged to 71202 or 71203, cannot be paid for using a p-card, and require Provost Office approval.Meetings and Trainings: Student meetings and trainings are identified as an event where information is being provided for the purpose of development and guidance. If a student is not paid to attend the meeting or training, the following guidelines must apply if a meal is provided: Must include agenda If a student is paid to attend the meeting or training, the following guidelines must apply if a meal is provided:Must be scheduled for 3 or more hoursMust include an agendaGift Guidelines: Gifts, Personal Items and Prizes to Students (non-employees)Non-Cash Items under $25/student, per year do not require a gift reporting form and are not reportable. Anything above that would be reported to payroll using the Gift Reporting Form.Gifts and Personal Items to Employees (including student workers and GA’s)Purchasing gifts and personal items for employees is not allowed unless executive officer approval is given and only for an essential business purpose (yes to plaques/recognition items and no to flowers/cards). Approved gifts are included as taxable income on the employee W-2.Cash Awards and Prizes for Employees (including student workers and GA’s)All non-cash awards and prizes with a value of 25 dollars or more must be reported to payroll using the Gift Reporting Form. Cash gifts require a Personnel Action Form for proper income and tax reporting in the calendar year in which they are conferred to the employee. Report cash gifts within a reasonable time of giving the gift.? A deminimis non-cash gift of $25 or less to employees one time per year is not reportable. Employee Functions/Meetings:In order for hospitality expenses or business meals to be eligible for university payment or reimbursement, you must ask yourself the following questions. If the answer to these questions is yes, then this is an allowable hospitality expense.?Is this meeting a one-time occurrence (not weekly, monthly or quarterly)?Does the meeting involve non-KSU employed individuals or KSU employees from other departments?Is this event/meeting a formal business meeting? Does this event or meeting have a documented university business purpose (agenda), clear business purpose, or expected outcomes?Is this expenditure reasonable and properly documented for food, non-alcoholic beverage, entertainment, or related incidentals?Is this event a retirement party (for an employee with 10 or more years of service) or university acknowledged, work related achievement for a KSU staff member (expense limited to $5/person)?If ERF is forwarded to the Dean, please allow 48 hours for a response. ................
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