Published February 6, 2018
The University at Buffalo is entrusted with funds provided by various constituencies. Employees who incur or approve expenses must exercise prudent judgment to ensure that the expenses are for legitimate university business and comply with the appropriate allowability criteria. Employees are responsible for ensuring the appropriate use of funds within the constraints of limited resources.
The Allowable Use of Funds Policy governs the payment of expenditures incurred or approved by employees on behalf of the university. All expenditures funded with State, University at Buffalo Foundation (UBF) and Research Foundation (RF) accounts must be appropriate, reasonable, allowable and allocable; they also must support the education, research and public service missions of the university.
All university departments must implement a system of supervisory checks and balances to ensure expenditures always meet university interests. Expenditures paid from various funding sources are subject to specific requirements for use. Details regarding the use of State, UBF, RF non-sponsored and RF sponsored funds are found in the Allowable Use of Funds Chart. The appropriate funding source is determined by the type of the expense, not by the employee’s source of payroll. Units may apply this policy more restrictively where budget and other factors are considered. Additional restrictions established at the operating unit level supersede this policy and corresponding chart.
The policy is effective March 1, 2018. Commitments made prior to March 1, 2018 that are not in compliance with the policy, will be honored with supporting documentation proving there was a binding commitment prior to the effective policy date. This documentation must be included with the original request for payment or reimbursement and a completed copy of the Allowable Use of Funds Policy Exception Request.
This policy applies to all university faculty, staff, and student employees who make decisions regarding the use of funds for the purchase of food, beverages, gifts, admission/registration fees, and professional memberships.
Questions can be directed to the appropriate office.