![]() Consequently, alcohol cannot be charged to a federal grant or contract account under any circumstances.īusiness and travel expenses that will be charged to restricted or sponsored awards, including costs of lodging, meals and incidental expenses, must be reasonable, allowable, necessary to the award and consistent with university policies. The federal government has mandated that no alcohol may be charged as either a direct or indirect expense of federally sponsored projects. ![]() Funding sources such as individual or corporate donors, government agencies, non-government sponsors and tuition have varying restrictions for their use. Funding SourceĪ key consideration in the proper stewardship of university resources is ensuring that the funding source is appropriate to use for the expense. Travel and business expenses that do not reflect good stewardship of university resources, are found to benefit the individual at the expense of the university and/or are deemed excessive or fraudulent will be subject to further review by the appropriate office (e.g., Office of Chief Risk Officer or School/Unit Office), as outlined in Administrative Guide Policy 3.5.1: Financial Irregularities. See Topic Overview: Managing Aging and Outstanding Expense Transactions for information on how to manage expense reports, Purchasing Card, Travel Card, and advance transactions with regard to timing. ![]() To prevent expenses from being treated as taxable income, a transaction must be prepared and submitted into the Expense Requests system in Oracle Financials with all appropriate receipts or backup documentation within 60 days after the end of travel (for travel expenses), the expense posted date (for non travel expenses), or expected clearing date (for advances). Under this plan, the reimbursement is not taxable as income to the employee if the expense has a business connection and is also submitted in a timely manner. The university reimburses individuals under the IRS Accountable Plan when the IRS regulations are met.Individuals are expected to spend appropriately and expenses must be reasonable and necessary. Departments may uphold more restrictive guidance than the university at local discretion. Stewardship of Resources: Individuals using university resources for business or travel expenses and/or purchasing items to be owned by Stanford share the responsibility of ensuring that these resources are used appropriately, support the university mission and comply with university policies, applicable laws and regulations and sponsor and donor restrictions.Supporting University Travelers: In order for Stanford to be able to provide support to its faculty, staff, postdoctoral scholars and students when they are traveling on university-sponsored business, the university requires the use of a centralized booking program as described in the Administrative Guide Policy.The university outlines its guiding principles and the IRS regulations for business and travel expenses in Administrative Guide Policy 5.4.2: Business and Travel Expenses. In summary: ![]() Receipts & Gifts add_circle remove_circle Receipts & Gifts.Account Balance Reconciliation Attestation.Balance Sheet Accounts Balance Sheet Accounts.Managing Aging and Outstanding Expense Transactions.Revenue & Fund Balance Revenue & Fund Balance.Specific Fund Types Specific Fund Types.Authority to View or Access Financial Data.Business & Travel Expenses add_circle remove_circle Business & Travel Expenses.Managing the Supplier Relationship and Record.Setting Up a New Supplier or Visitor Payee.Stanford Purchasing Card (PCard) Program.
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