The following chart represents the updated purchasing and expenditure rules for the Barnard College Community. These rules are effective 12/01/09.
For the required level of approval, please refer to the following:
VP - Vice President; COO - Chief Operating Officer; BD - Budget Director; DH - Department Head; PI - Principal Investigator
If there are any questions or concerns, please contact Eileen Di Benedetto, Controller, at 4-7732 or Doug Maget, Director of Purchasing, at 4-6991.
If you would like to save or print a copy of this information, please download Expenditure Policy.
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(0-funds) |
Funds |
and/or SAPL |
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| Awards | ||||||
| Employee Award/ Incentive Programs |
No | No | No | No | N/A | |
| Employee Cash Award | No | No | No | No | N/A | |
| Gift Certificates to Employees | No | No | No | No | N/A | Due to tax implications |
| Research Participants/Subjects | Yes | Yes | Yes | Yes | DH or PI | |
| Cards | ||||||
| Holiday/Greeting Cards & Related Postage |
Yes | No | Yes | Yes | VP | |
| Conference Fees (non-meal expense) | ||||||
| Retreats, Workshops, Training, Research Meetings: | ||||||
| Faculty | Yes | Yes | Yes | Yes | DH or PI | For Professional Development Only; must meet specific business purpose |
| Staff | Yes | Yes | Yes | Yes | DH or PI | For Professional Development Only; must meet specific business purpose |
| Students | Yes | Yes | Yes | Yes | Dean of College | For Professional Development Only; must meet specific business purpose |
| Contributions | ||||||
| Individuals | Yes | No | Yes | Yes | COO | No Political Expenses |
| Not-For-Profits | Yes | No | Yes | Yes | COO | No Political Expenses |
| Dues | ||||||
| Institutional | Yes | Yes | Yes | Yes | DH or PI | |
| Civic, Service, Private Club |
No | No | No | No | N/A | |
| Professional Licenses |
Yes | Yes | Yes | Yes | DH or PI | As required for job duties |
| Professional Organizations |
Yes | Yes | Yes | Yes | DH or PI | As required for job duties |
| Event Contracts | ||||||
| Event Contracts | Yes | Yes | Yes | Yes | Subject to Events Committee | |
| Flowers | ||||||
| Congratulatory - Trustee/Donor | Yes | No | Yes | Yes | COO or VP of Development | |
| Congratulatory - Employee |
No | No | No | No | N/A | |
| Funeral/Illness - Trustee/Donor | Yes | No | Yes | Yes | COO or VP of Development | |
| Funeral/Illness - Employee |
Yes | No | Yes | Yes | HR Director | Subject to Human Resources Policies |
| Gifts | ||||||
| Employees | No | No | No | No | N/A | |
| Trustee/Donor | ||||||
| Appreciation | Yes | No | Yes | Yes | VP of Development | |
| Memorial | Yes | No | Yes | Yes | VP of Development | |
| Special Occasions | Yes | No | Yes | Yes | VP of Development | |
| Event Tickets | Yes | No | Yes | Yes | VP of Development | |
| Students | ||||||
| Appreciation | Yes | No* | Yes | Yes | Dean of the College/Provost | Subject to spending limits. $25/pp |
| Graduation | Yes | No* | Yes | Yes | Dean of the College/Provost | Subject to spending limits. $25/pp |
| Official Guests of the College |
Yes | No | Yes | Yes | DH or PI | Official Guests includes prospective students/employees, donors or official College visitors (i.e. guest lecturers, dignitaries). |
| Gratuity | ||||||
| Gratuity | Yes | Yes | Yes | Yes | DH or PI | 20% or less at time of purchase only |
| Meals - Employee | ||||||
| Meals in Travel | Yes | Yes | Yes | Yes | DH or PI | Provide list of attendees; Subject to spending limits, per diem (inclusive of tax and tip) is $100 per person. Alcohol permissible except for Federal Grant funds. |
| Entertaining Official Guests |
Yes | No | Yes | Yes | DH or PI | Official Guests includes prospective students/employees, donors or official College visitors (i.e. guest lecturers, dignitaries). Provide list of attendees |
| Employee entertaining Employee | No | No | No | No | N/A | |
| Holiday Parties | No | No | No | No | N/A | |
| Recruitment/ Prospective Employee |
Yes | No | Yes | Yes | DH or PI | Provide list of attendees |
| Retirement Related Meals |
No | No | No | No | N/A | |
| Working Meetings | ||||||
| Standing Faculty Committees | Yes | Yes | Yes | Yes | DH or PI | |
| Dept. Meetings | No | No | No | No | N/A | |
| Staff Retreats | Yes | No | Yes | Yes | VP | Provide retreat's agenda and participants |
| Meals - Employee Spouse/Partner | ||||||
| Entertaining Official Guests |
Yes | No | Yes | Yes | DH or PI | |
| Fund Raising Activity |
Yes | No | Yes | Yes | VP of Development | |
| Recruitment Related Meals |
Yes | Yes | Yes | No | DH or PI | |
| Meals - Students | ||||||
| Graduation Receptions/Activities | Yes | No | Yes | Yes | DH | |
| Orientation Receptions/Activities | Yes | No | Yes | Yes | DH | |
| Meals in Travel | Yes | Yes | Yes | Yes | DH or PI | Provide list of attendees; Subject to spending limits, per diem (inclusive of tax and tip) is $100 per person. Alcohol permissible except for Federal Grant funds. |
| Mileage Reimbursement | ||||||
| Mileage Reimbursement |
Yes | Yes | Yes | Yes | DH or PI | Subject to I.R.S. rates |
| Office Expenses | ||||||
| Decorations/ Flowers/Plants |
No | No | No | No | N/A | |
| Holiday | No | No | No | No | N/A | |
| Pictures/ Artwork/Decor |
No | No | No | No | N/A | |
| Political Expenses or Contributions | ||||||
| Political Expenses or Contributions |
No | No | No | No | N/A | |
| Refreshments for Departmental Use | ||||||
| Bottled Water (individual size) | No | No | No | No | N/A | |
| Water Coolers and Refills |
Yes | Yes | Yes | Yes | DH or PI | |
| Other Refreshments (coffee, snacks) | No | No | No | No | N/A | |
