Budget and Finance Policy and Procedure Office
A Division of The Office of Budget and Finance
A Division of The Office of Budget and Finance
This crosswalk provides a direct alignment between Policy FN10 Other Business Expenses and Activities and Procedure FN2010 Other Business Expenses and Activities Payment Processing, ensuring transparency, eliminating duplication, and demonstrating how each policy requirement is operationalized within the procedure.
| FN10 Policy Section | Policy Requirement Summary | FN2010 Procedure Section | Implementation Description |
|---|---|---|---|
| Purpose | Establishes stewardship, compliance, and accountability for use of University funds | Purpose | Procedure defines operational steps to ensure transactions are properly documented, approved, and compliant |
| Scope | Applies to all University units and individuals handling covered transactions | Scope | Procedure applies to same population and defines roles in execution of transactions |
| Policy (General) | Budget executives are accountable for appropriate, reasonable, and compliant expenditures | Roles and Responsibilities | Budget executives review and approve transactions to ensure alignment with policy and funding restrictions |
| Policy (General) | Transactions must comply with funding source restrictions and legal/regulatory requirements | Roles and Responsibilities; Policy Reference | Finance Shared Services validate funding sources and ensure compliance with policy and external requirements |
| Policy (General) | Controllership and FPAC ensure compliance and oversight | Roles and Responsibilities | Finance shared-services teams review transactions and support compliance and reporting |
| University-Sponsored Events | Events must support University mission and be reasonable in cost and frequency | University-Sponsored Events | Procedure requires defined business purpose, cost reasonableness, and funding source validation prior to event |
| University-Sponsored Events | Events must comply with University policies and requirements | Pre-Event Requirements | Requires approvals, procurement method selection, and contract review prior to commitment |
| Alcoholic Beverages | Use of funds for alcohol is restricted and must comply with AD18 Possession, Use, and Distribution of Alcohol Beverages | Alcoholic Beverages | Procedure requires funding validation, approval under AD18, and compliance with service, insurance, and timing requirements |
| Entertainment, Flowers, and Decorations | Expenses must be reasonable and limited to allowable funding sources | Entertainment, Flowers, and Decorations | Procedure restricts use to allowable funds and requires documentation supporting business purpose |
| Gifts and Awards | Gifts and awards are limited, subject to funding restrictions, and tax reporting requirements | Gifts and Awards | Procedure defines allowability, funding restrictions, and processing requirements for employees, students, and non-employees |
| Gifts and Awards | Cash gifts are taxable | Gifts and Awards (Processing Requirements) | Procedure requires reporting through Payroll or Accounts Payable for tax compliance |
| Charitable Contributions | General funds may not be used for direct charitable contributions | Charitable Contributions | Procedure prohibits use of general funds and requires justification and approval for allowable exceptions |
| Charitable Contributions | Political contributions are prohibited | Charitable Contributions | Procedure explicitly prohibits political contributions in all circumstances |
| Other Business Expenses | Expenses must support a legitimate University purpose and be reasonable | Other Business Expenses | Procedure defines allowable categories and requires justification and alignment with business purpose |
| Other Business Expenses | Certain expenses are restricted based on type or funding source | Other Business Expenses (Restrictions) | Procedure identifies restricted expenses and funding limitations |
| Risk Management | Activities must be conducted to minimize risk and ensure safety | Risk Management | Procedure requires compliance with risk-related policies and review where applicable |
| Roles and Responsibilities | Defines accountability for budget executives, finance teams, and transaction processors | Roles and Responsibilities | Procedure expands roles into operational responsibilities across the transaction lifecycle |
| Sanctions and Non-Compliance | Violations may result in administrative or disciplinary action | Audit and Internal Controls | Procedure enforces compliance through internal controls, monitoring, and audit support |
| Further Information | Contact for questions and updates | Contact Information | Procedure directs users to appropriate shared-services teams for support |