SEHD Impact

Important – Business Expense Reminders

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sehd
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Dear SEHD Faculty & Staff,

Prior to making purchases, please consider the following rules. This also applies to purchases made with personal funds for which you intend to request reimbursement:

  • Is there a University Price Agreement? If so, consult the How-to-Buy on the PSC website and use CU Marketplace for your purchase.
  • Is the good or service available in the CU Marketplace? Think Marketplace first.
  • Is the purchase allowable? As a best practice, see the APS Propriety of Expenses and FPS Sensitive Expenses.
  • How much does the good/service cost?
  • The small dollar purchasing threshold is $10,000.
  • POs over this amount will require Financial and Sponsored Projects (for fund 30/31) approval.
  • If the good/service is not available in CU Marketplace and it is under $5,000, is it allowable on the Procurement Card? See Procurement Card Handbook for prohibited transactions.
  • Personal reimbursement of goods is limited to $5,000 and is further limited to commodities not covered by university price agreements unless prompted by critical business need.
  • All transactions must be assigned to a report and submitted to an Approving Official within 30 days of the transaction date.
  • If a delegate prepares your reports, please allow them enough time to review and organize documentation, upload receipts, and enter data in the system within the 30-day timeframe.
  • Receipts must be itemized.
  • Provide a legitimate business purpose for each purchase. Additionally, for grants and contracts related purchases, make sure it’s an allowable expense.
  • Cardholders are not to use the Procurement Card to purchase items otherwise covered by a mandatory price agreement. Mandatory price agreements include Staples for office supply purchases. For a complete list of goods and services covered by such agreements, see the Commodity Listing.

Thank you for partnering with us to make sure SEHD follows purchasing rules. The SEHD Finance team is here to answer your questions!

Patricia Ball – Finance, Budget & HR                             Hiromi Agena – Finance & Budget
Bolormaa Begzsuren – Grants & Auxiliary Services       Daisy Salazar – Accounting Senior Professional
Jamie Purevsuren – Business Services, Grants &           Keiko Goldman – Business Services
Auxiliary Services

Thank you,

SEHD Finance