Nov 1, 2010
From staff reports
Julie Allison, interim controller, wrote the following memo to Ohio University faculty and staff with expenditure authority:
With the holiday season comes the natural desire to provide gifts, cards and other social amenities, prompting the annual message regarding the use of University and Foundation funds for related expenditures.
As a public university faculty and staff are expected to manage funds with special care. In light of the current fiscal environment, the University has an even greater responsibility. With the concurrence of the executive staff of Ohio University, guidance for holiday expenditures is as follows:
CARDS: The use of e-cards is encouraged in order to promote the University’s sustainability efforts as well as reduce costs. University funds cannot be used to purchase holiday cards. Foundation funds can be used only if the cards are being sent to individuals or entities external to Ohio University, who have a business relationship to the University (including donors and prospective donors). In addition, departments should coordinate plans to send cards with University Advancement so that these efforts are aligned with Capital Campaign communications and activities.
PARTIES: Holiday parties cannot be paid for with University or Foundation funds. If departments choose to host a carry-in “pot luck” meal on campus they must comply with University Policy 47.010 – On-Campus Temporary Food Practices.
GIFTS: Holiday gifts cannot be purchased with University or Foundation funds. The Vice President for University Advancement (for development purposes) must approve any exceptions to this in writing. Any gift approved as an exception must be paid for with Foundation funds.
DECORATIONS: Decorations cannot be purchased with either University or Foundation funds. If decorations are displayed in public areas they should be secular in nature. Please refer to University Policy 42.501 – Decorations in University Buildings for the conditions for safe use of decorations on campus.
The point of this communication is not to drive out the Holiday spirit but to ensure that the spirit of generosity is not publicly financed.