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Expenditure and Transfer Policy

This policy was posted for public comment from August 27 – September 12, 2025

Responses

I noticed that this was removed: "Requisitions for equipment expenditures over $5,000 (other than specialized computer equipment) must be approved by the Budget Office." How will this affect the process for purchasing equipment over $5000?

The Budget Office is no longer part of the approval queue for capital equipment; approval is only required from the Budget Center Manager

Section 4.A: The transfer forms identified in this section are also located on eTrieve Central.

Thank you for your comment. Section 4.A.3.b has been revised to include this information.

Recommend adding guidance for funds in a grant index

If the funds associated with an expenditure or transfer are held in a grant index, the requestor must contact their assigned Grant Accountant and Sponsored Project Officer prior to initiating the transaction. The GA and SPO will determine allowability based on the sponsor's specific guidance and terms and conditions. This step is required to ensure compliance with federal, state, and institutional regulations governing sponsored awards.

Revision accepted. A new section, 4.F. Grant Funds, has been added to the policy including the recommended text.

Comments Received

I noticed that this was removed "Requisitions for equipment expenditures over $5,000 (other than specialized computer equipment) must be approved by the Budget Office." How will this affect the process for purchasing equipment over $5000?

Under 4A, the transfer forms are also located on eTrieve Central.

Recommend adding guidance for funds in a grant index: If the funds associated with an expenditure or transfer are held in a grant index, the requestor must contact their assigned Grant Accountant and Sponsored Project Officer prior to initiating the transaction. The GA and SPO will determine allowability based on the sponsor's specific guidance and terms and conditions. This step is required to ensure compliance with federal, state, and institutional regulations governing sponsored awards.