UTF Disbursement Policy Posted on UT policies website for comments Posted on UT policies website for comments Not new practices Not new practices Draft.

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Presentation transcript:

UTF Disbursement Policy Posted on UT policies website for comments Posted on UT policies website for comments Not new practices Not new practices Draft form Draft form Effective upon UTF Board approval Effective upon UTF Board approval

UTF Disbursement Policy - Objectives Disbursements must: Disbursements must: Provide direct benefit to the University Provide direct benefit to the University Directly relate to responsibilities of individual Directly relate to responsibilities of individual Properly reported for tax purposes Properly reported for tax purposes Comply with donor restrictions Comply with donor restrictions

UTF Disbursement Policy – Accountable Plan Bona-fide business purpose Bona-fide business purpose Proper documentation Proper documentation Timely submissions Timely submissions Signature authority – two fund administrators Signature authority – two fund administrators

UTF Disbursement Policy – Signature Authority Two independent fund administrators are required Two independent fund administrators are required Can not approve own reimbursement Can not approve own reimbursement Delegation of signing authority to administrative assistant Delegation of signing authority to administrative assistant

UTF Disbursement Policy – Non-allowable Disbursements Donations to other charitable organizations Donations to other charitable organizations Lavish expenses Lavish expenses Non-business purpose meals (Employees only) Non-business purpose meals (Employees only) Political contributions Political contributions Alcohol unless donor or distinguished guest Alcohol unless donor or distinguished guest First-class airfare for employees First-class airfare for employees Fines, penalties, or finance charges Fines, penalties, or finance charges

UTF Disbursement Policy – State Employees Faculty and staff awards; bonuses – Must be processed by University to be included on W-2 Faculty and staff awards; bonuses – Must be processed by University to be included on W-2 Employee gifts (generally discouraged) Employee gifts (generally discouraged) Gift certificates / Gift cards are not permitted Gift certificates / Gift cards are not permitted IRS considers taxable income IRS considers taxable income Social club dues must be approved by University President. Social club dues must be approved by University President.

UTF Disbursement Policy - Travel Supervisor approval Supervisor approval Include itinerary and or brochure Include itinerary and or brochure Include itemized billings Include itemized billings Airline tickets – save boarding pass Airline tickets – save boarding pass Meals Limits: Meals Limits: Breakfast - $25 Breakfast - $25 Lunch - $25 Lunch - $25 Dinner - $75 Dinner - $75

UTF Disbursement Policy – What to expect from UTF? Disbursement Order with complete documentation: Disbursement Order with complete documentation: Payment (Check) available within 5 business days after receipt. Payment (Check) available within 5 business days after receipt. Disbursement Order with incomplete documentation: Disbursement Order with incomplete documentation: UTF will notify a fund administrator regarding any questions or requesting any missing information. UTF will notify a fund administrator regarding any questions or requesting any missing information.

UTF Disbursement Policy Any Questions?