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Expenditure Policy

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.

Type of Transcation
Barnard Fund
(0-funds)
Federal/State
Funds
MiniGrants, Startups
and/or SAPL
Private Grants and/or Endowment
Required Level of Approval
Comments
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