| Expense Category or Funding Source |
UM Policy |
UMSL Policy |
References or Comments |
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(Summary of BPM 217 - Incidental Expenses) |
(Exceptions to BPM 217) |
Link to BPM 217 |
1. The expenditure must be approved in advance. A copy of the approved request that states the date and time period of the planned expenditure, estimated amount, and justification should be filed with the source documentation for the expenditure.
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Follow policy dictated in BPM 217 unless UMSL policy is more restrictive. Unless otherwise noted, the expenses listed below may not be charged to grant funds. If the source of funds is gifts, the expense must also comply with donor restrictions.
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2. The expenses listed below generally require approval from the Chancellor, Provost, Vice Chancellor, or designee.
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3. The expense must be an allowable charge for the funding source.
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| Agency Funds |
Expenses must be in accordance with university policies or agency requirements, whichever are more restrictive. Agency policies may take precedence if there is an agreement between the agency and the University and an authorized university official approved the agreement.
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Campus policy is the same as UM policy.
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| Alcoholic Beverages |
A statement explaining how this expenditure benefits the university must be shown on each transaction that requests payment of, or reimbursement for alcoholic beverages.
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For university sponsored events, must complete Alcohol Form 1 to use university funds to purchase beer and wine. Non-student organizations must complete Alcohol Form 2 to use alcoholic beverages on university property; student organizations should contact Student Life.
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UMSL policy is more restrictive
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| Link to alcohol forms |
| Charitable Contributions or Events |
Expense allowed if source of funds is unrestricted non-operating or restricted funds approved for this purpose. Auxiliaries may make nominal non-monetary contributions to charitable organizations. If the fee to attend an event (e.g., purchase of a table or tickets to attend a banquet or reception) exceeds the cost of the meal and the excess represents a contribution, the amount of the donation must be charged to unrestricted non-operating funds or restricted funds approved for this purpose.
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Campus policy is the same as UM policy.
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| Clothing |
University may provide uniforms, laboratory coats, or other job-related clothing for business purposes. Personal clothing may be purchased if business purpose and approved by the Chancellor, Provost, Vice Chancellor, or designee.
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May purchase personal clothing if business purpose and division or department name is prominently displayed on the article of clothing (non-grant activities only).
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UMSL policy is more restrictive. May use grant funds to purchase clothing if authorized by the sponsoring agency and necessary to accomplish the grant objectives.
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| Flowers |
May be purchased for official university events, public relations activities, and for other legitimate business purposes. May also be purchased as personal gifts to employees and their families if receive approval from the Chancellor, designee, or higher administrative authority and the source of funding is unrestricted non-operating or restricted funds approved for this purpose.
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Flowers may not be purchased as personal gifts to employees and their families. Flowers may be purchased for deceased staff members if charged to unrestricted non-operating funds or restricted funds approved for this purpose.
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UMSL policy is more restrictive.
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| Greeting Cards |
May be purchased for external public relations purposes, such as for donors, community leaders, and friends of the university.
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Only non-holiday cards may be purchased.
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UMSL policy is more restrictive.
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| Holiday Decorations |
May purchase decorations for commonly accessed public areas and exterior grounds with approval specified in BPM 217. Expenses for decorations for department offices and personal work areas are not allowed.
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Campus policy is the same as UM policy.
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| Holiday Functions |
Expenses allowed for holiday parties and similar social events if documented business purpose.
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Expenses allowed for university events sponsored by the Chancellor's office.
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UMSL policy is more restrictive.
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| Personal Convenience Items |
May purchase personal convenience items (e.g., refrigerators, microwave ovens) for common areas or public areas with approval of dean, director, or department head financially responsible for the area. Items of a personal nature and without a public purpose may not be acquired.
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Campus policy is the same as UM policy.
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| Political Contributions |
Expenses are not allowed.
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Campus policy is the same as UM policy.
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| Recognition Events |
Subject to campus restrictions, expenditures allowed on a limited basis for farewell or employment anniversary receptions if approved by the dean, director, department chair or higher administrative authority.
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Expenses allowed for farewell receptions (open to the campus community), university-sponsored events (such as the Staff Service Awards Recognition ceremony), and student recognition events. Expenses for employment anniversary receptions are not allowed.
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UMSL policy is more restrictive. This particular expense category includes food and rental charges. |
Expenditures also allowed for events involving students and/or the community when and where their involvement has made a significant impact on the university. The dean, designee, or higher administrative authority must approve these expenses.
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University funds may not be used for personal related events.
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