Published November 28, 2017
With the holiday season comes the natural desire to provide gifts, cards and other social amenities. Business Services reminds departments of UB’s guiding principles for appropriate and reasonable expenditures.
UB receives funding from diverse sources ranging from taxpayers, students and benefactors. Regardless of the source, UB and its employees have an obligation to practice conscious and wise stewardship of these funds. We want to ensure that the spirit of generosity isn't publicly financed, not drive out the holiday spirit. Guidance for holiday expenditures is as follows:
It is often the custom during the holiday season to express appreciation through gift-giving, however, holiday gifts cannot be purchased with state and RF funds. UBF funds can be used for items sent to donors. Costs should be modest and reasonable.
State and RF funds cannot be used to purchase holiday cards. UBF funds can be used only if the cards are being sent to individuals or entities external to UB, who have a business relationship to the university, including donors and prospective donors. Consider using e-cards as a way to promote the university’s sustainability efforts as well as reduce costs.
As stewards of a public institution, it is inappropriate to accept a vendor’s personal gifts or gratuities.
Do not ship personal shipments to work addresses via United States Postal Services (USPS). UPS and Federal Express shipments are allowed only if mailed directly to the individual in the department and not to UB’s Campus Mail department.
Holiday parties cannot be paid for with state and RF funds. If using UBF funds, the costs should be modest and reasonable. Costs would be restricted to per diem rates on General Services Administration (GSA) website: $15 for breakfast, $16 for lunch and $28 for dinner.
Decorations cannot be purchased with either state or RF funds. If using UBF funds, the costs should be modest and reasonable.
Contact the appropriate business office with questions about allowable and appropriate expenditures.
Some travel expenses are not reimburseable. See examples of non-reimburseable expenses.
Make photocopies of all your travel documents in case of emergency or if your documents are lost or stolen, such as:
• Passport ID page
• Foreign visa
• Hotel confirmation
• Airline ticket
• Driver's license
When the employee is:
• Engaged in official university business
• At a distance of more than 35 miles from the designated official station and place of residence