Procedure No.:   03.016

Page No.:        1 and 2 of 2

Date Issued:     07/01/95

Issued By:       W. Kennard

Purpose:

To inform users of Foundation accounts of the appropriate uses of Foundation funds.

Policy:

Ohio University Foundation funds are available to support the teaching and research mission of Ohio University through the purchase of equipment or the underwriting of expenses associated with these activities. Additionally, Foundation funds may be used to further other legitimate educational and development interests of Ohio University. In order to provide for consistency and uniformity in the use of these funds, the following guidelines are provided.

1. All authorized uses of Foundation funds must first meet basic restrictions imposed by the donor.

2. All expenditures are expected to be reasonable in amount.

3. All expenditures are expected to have a direct business relationship to Ohio University and be compatible with and enhance its educational mission. No expenditures of a personal nature will be permitted.

4. Allowable uses of Foundation funds are as follows:
   • All purposes for which Ohio University funds may be used except on-going salaries, wages, and benefits for permanent employees (overtime and overload contracts are permissible).
     
   • Alcoholic beverages used in official University entertainment.
     
   • Supplies (non-food) and equipment for employee lounges.
     
   • Flowers for:

     a. Hospitalized employee
     b. Funeral of an employee or member of the employee's immediate family (as defined by OU policy #40.030)
     c. Funeral of an individual who has had a business relationship with Ohio University
     d. Decoration for official entertainment and events (not to include personal residences)
     e. Employees for professional achievements
     f. Persons external to the University who have a business relationship to the University in appreciation of their efforts

   
   
   
   • Gifts not to exceed $50 to:

     a. Employees for professional achievements
     b. Persons external to the University who have a business relationship to the University in appreciation of their efforts

     
     
     

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   • Travel and entertainment expenses for spouses of University employees when there is a business purpose.
     
   • Non-alcoholic beverages for employees' daily consumption within the office.
     
   • Infrequent departmental social gatherings with families.
     
   • Christmas cards to persons/entities external to Ohio University who have a business relationship to Ohio University
     
   • Scholarships from discretionary accounts.
     
   • Infrequent meals involving employees only, for discussion of official University business.
     
   • Ohio University athletic tickets used in entertainment of individuals with a business relationship to Ohio University. BR>
   • Season tickets to University events for University senior level administrators and their spouses (will be reported as compensation to the extent required by law).
     
   • One civic/social club membership for each regional campus dean.
     
   • Expenditures of a fundraising nature reasonable and necessary to the fulfillment of the Foundation's fundraising goals.
     
   • Expenditures of an alumni relations nature reasonable and necessary to foster goodwill among Ohio University alumni.
     
   • Expenditures reasonable and necessary to the fulfillment of the duties of the Office of the President of Ohio University.

5. Any expenditures that do not fall within area four require the approval of the appropriate Vice President, in the case of administrative units, or the Provost, in the case of academic units, before they are incurred. The Treasurer will approve all exceptions for the Vice Presidents, Provost, and President. The request for approval must be in writing, must be signed by the appropriate individual per the above, and must accompany the requisition for payment.

6. Refer to "Foundation Requisition Processing" memo for documentation required to substantiate expenditures.

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Dick Piccard revised this file (http://www.ohiou.edu/policy/s03-016.html) on January 6, 2004.

Please E-mail any comments or suggestions to "polproc@www.ohiou.edu".