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Longwood University |
Policy
4105
RESTRICTIONS
ON SPECIFIED CATEGORIES OF EXPENDITURES
I. PURPOSE
The purpose of this policy is to describe the restrictions placed on certain types of expenditures made with University funds.
II. POLICY
A. Gifts, Flowers and Greeting Cards: Under normal circumstances gifts to employees on any occasion, or flower arrangements sent during periods of illness or hospitalization, are not chargeable to institutional budgets. Gifts or flower arrangements may never be charged to State funds (including departmental overhead accounts), or grant and contract funds unless otherwise specified in the grant.
1. Gifts may be charged to unrestricted Local funds, subject to the following restrictions:
a. The purpose must be in recognition of a member of the Longwood community (employee or student) who is retiring, leaving Longwood service, or transferring to another Longwood department.
b. The invoice must be paid by using a Payment Request Form and must stipulate the recipient, their affiliation with Longwood and the reason for the purchase. The cost must not exceed four hundred (400) four hundred, including all taxes and fees.2. Floral arrangement purchases must be charged to unrestricted Local funds, subject to the following restrictions:
a. The purpose must be to express sympathy and support in the event of the hospitalization or death of either an employee, or a member of the employee's immediate family.
b. The invoice must be paid by using a Payment Request Form and must stipulate the recipient, their affiliation with Longwood and the reason for the purchase. The cost must not exceed one hundred (100) dollars including all taxes and fees.
3. Greeting cards for holidays and other events may not be purchased using State funds.
B. Long Distance Telephone Calls Made From Home Phones: In exceptional circumstances, reimbursement for long distance calls made from home telephones will be approved. Documentation attached to the Invoice should include the original home telephone bill with appropriate notations of official calls.
C. Purchases Requiring Payment in Foreign Currency: The institution can make payment to vendors in foreign currency. Because payments in foreign currency are more expensive than normal payments, departments must ensure the vendor will not accept payments in U.S. dollars.
D. Club Memberships: Club memberships are not an allowable charge to institutional budgets of any category.
E. Use of Discriminating Clubs or Entities: Article I, Section 11 of the Constitution of Virginia provides in part "... that the right to be free from any governmental discrimination upon the basis of religious conviction, race, color, sex, or national origin shall not be abridged..." House Joint Resolution No. 136, February 1983 resolved that no "... agency or other entity of the Commonwealth shall officially meet for business or for an official function at any private club where any citizen of this Commonwealth is denied membership on the basis of religious conviction, race, color, sex, or national origin and the actual club membership does not include women, (or) men and members of minority groups..." Longwood has a long standing policy of not doing business with entities that have discriminatory policies. Therefore, current Longwood policy is not to use discriminatory clubs or entities for Longwood functions, not make payments to such clubs or entities, and not to reimburse Longwood employees or guests for expenses incurred at such clubs or entities.
F. Parking: Parking fines are not an allowable charge to University budgets of any category.
Revised and approved by the Board of Visitors, September 7, 2002.