Expenditure Guidlines

Hosting

Moving Expense Reimbursement

Personal Credit Card, BUC$ and Meal Plan Reimbursement

Procurement Card (P-Card)

Purchasing and Prompt Payment Procedure

Travel

Vehicles: Personal Vehicle Liability and Mileage Rates

Vehicles: Rental Vehicle Use and Liability

Vehicles: State Vehicle Use and Liability

Link to Purchasing Website

Personal Credit Card, BUC$ and Departmental Meal Plan Reimbursement Personal Credit Card Reimbursement Policy

In exceptional instances, campus purchasers charge transactions on personal credit cards and seek reimbursement from state funds. While these transactions may be for legitimate state purposes, use of personal credit cards in this manner is strongly discouraged by the Office of the State Comptroller. Note that sales tax and airfare charged on personal credit cards will not be reimbursed.

Currently the University has several mechanisms for state funded procurement that are acceptable choices. They are:

• Purchase Order To Vendor. For purchases less than or equal to $2500, purchasers create and approve purchase orders using the campus Oracle software. For purchases exceeding $2500, the Purchasing Department generates the Purchase Order (see Purchasing Procedures).

• New York State Procurement Card. Purchasers use credit cards issued by Citibank Visa under contract with New York State. This card applies to state funded goods and services less than or equal to $2500 (see P-Card). If you are interested in learning more about this option, contact Matt Schofield, X74526.

Personal Credit Card Reimbursement Procedure

If a charge is made on a personal credit card and cardholder seeks reimbursement from State, IFR, or DIFR funds, the following is required:

1. Oracle requisition and purchase order with cardholder as vendor

2. Original charge receipt

3. Copy of credit card statement showing liability

4. Statement by requester explaining why the state process (Purchase Order To Vendor or New York State Procurement Card) could not be used.

BUC$ and Meal Plan Reimbursement Policy

Because receipt of goods or services is required prior to payment from state funds, non-state funds should be used for purchasing debit cards or meal plans. Funds from private organizations (i.e., Research Foundation, BU Foundation) or individuals may be used for debit card or meal plan purchase and expenditures reimbursed with state funds after services or goods are received.

BUC$ and Meal Plan Reimbursement Procedure

For reimbursement for BUC$ card or Meal Plan expenditures the following is required:

1. Oracle requisition and purchase order with private organization or individual as vendor.

2. Receipt or statement of charges.