910. Travel and Entertainment Policy
Policy No. 910
Responsible Department: Finance & Operations
Responsible Administrator: Travel Office Manager
Effective Date: October 1995
Reviewed/Updated Date: April 2022
Date of Scheduled Review: October 2025
TRAVEL AND ENTERTAINMENT
The Abilene Christian University Travel and Entertainment Expense Policy provides guidelines and procedures for all faculty, staff, students, and guests who are traveling or entertaining on behalf of the University. Independent contractors and other non-ACU employees must also comply with the University’s travel policy. Reimbursement will be made for reasonable and necessary expenses incurred during normal business or while traveling on authorized business. Travel costs are to be allocated and expended within established budgetary limitations and travelers are not to make commitments to travel or to incur travel expenses without first obtaining the appropriate approvals. Every attempt should be made by the employee to submit all travel requests, travel bookings, and for expense reporting to be processed in the Concur Travel and Expense Management System. These policies and procedures are intended for university-wide use. However, if a department elects to institute a more restrictive policy for purposes of budgetary control, Financial Operations will support that policy and will work with the department to ensure compliance.
All travelers are to comply with the following travel expense reimbursement policies and procedural guidelines.
University policy does not define specific dollar guidelines for what constitutes reasonable meal expense, because the reasonableness of an expense depends upon many relevant factors including the business purpose of the event and its attendees.
“Reasonable” means the amount that normally would be spent in that specific situation. The amount will vary depending upon circumstances: lavish or extravagant meals will not be paid for with ACU funds. Expenses for such meals may be subject to additional approvals.
When spending University funds, consider these questions to ensure that resources are being used appropriately and that we are being good stewards of the funds entrusted to us:
Is the expenditure in line with the guidance provided in the ACU Travel Policy and as approved in travel request?
If not, is there a good explanation as to why the expenditure is appropriate? Has the expenditure been adequately documented?
JP Morgan Travel Card
Only University employees are authorized to receive a university travel card. The University has contracted with JP Morgan to provide employees with a University Travel Card. If a supervisor determines that a travel card is needed, applicants will fill out the online Travel Card Application at least two weeks prior to travel. The card will be distributed to the traveler when receivedby ACU’s Travel Department.
Once received, the travel cardholder is responsible for activating their travel card by calling the toll- free number provided on the card. Each travel card is issued to an individual employee. ACU Travel is displayed on the card. The standard monthly creditlimit is $500 and limit increases are requested on a per trip basis via Concur. Frequent travelers are not required to submit a request in Concur and a set credit limit is applied to their travel card which is determined by their department. All cardholders are responsible for the secure use of their travel card and for reporting any fraudulent or suspicious activity immediately to JPMorgan if the card is lost or stolen. To report suspicious activity or report a card as lost, the cardholder should call the phone number on the back of the University card to speak with a JP Morgan Chase representative. Each cardholder should ensure that sufficient budget funds exist before making purchases and only use FOAPA numbers as authorized.
The ACU Concur website will be used on a per trip basis to submit travel requests, book travel, and filetravel expense reports to reallocate monthly charges.
Before using your ACU Travel card, please review and follow the University’s travel card policy. Since the ACU Travel card is issued to an individual employee, if an employee changes departments within the University, they will need to contact the Travel Office to update their FOPA information and default manager within Concur.
To apply for a JP Morgan Travel Card, visit ACU’s Travel website: acu.edu/travel.
Online Travel and Expense System
Concur is the Travel and Expense Management system to be utilized by all ACU employees for requesting travel approval, booking travel, and reporting expenses related to ACU approved business travel. All employee reimbursements and travel card charges must be processed through Concur. Consideration should be given to minimizing travel costs by maximizing flexibility in travel plans to allow for alternate airlines, schedules, and times, which can lessen travel costs. The purpose of the system is to eliminate routing paper throughout the University for these Activities, to provide a database for trips and expense reports, and to provide an automated tracking process of unprocessed items.
All air, lodging and car rental reservations should be booked through Concur or the ACU approved travel management company.
International and complex travel reservations may be booked with the ACU approved travel management company agent. Complex is defined as having more than one destination or more than one airline involved.
If emergency or enroute changes to travel plans are necessary, the traveler should contact the ACU approved travel management company. Making reservations or changes to travel plans through the appropriate channels maximizes the safety and security of ACU’s travelers.
When a trip is cancelled after the reservation has been made, it is the employee’s responsibility to cancel the flight, hotel, and rental car through Concur or by contacting the ACU approved Travel Management Company.
Concur can be accessed through Quicklinks via the myACU homepage or by navigating to acu.edu/concur.
Expense Reimbursement Limitations and Receipt Requirements
The following items should not be purchased with an ACU travel card:
- Fuel in a personal vehicle – If an individual is using their personal vehicle for ACU business, they need to track mileage and turn in a Concur expense report for mileage reimbursement.
- Gift cards, gift certificates, or store credits
- Gifts purchased over 30 days in advance without an intended business purpose
- Certain gifts, awards, prizes, and reception costs – please see ACU’s Gifts, Awards, Prizes, & Receptions Policy when making such purchases
- Cash advances
- Cash as a credit for returned items
- Alcoholic beverages or tobacco products
- Personal purchases including individual memberships. For example: Amazon, Spotify, and Sam’s Club memberships are prohibited.
- Personal utility bills
- Spousal or family expenses unless previous approval from the tax director has been obtained through a Spousal Accompaniment Approval form.
- Cell phones or cell phone monthly bill payments – see the Cell Phone Policy
- Internal ACU purchases such as ACU Billing, ACU Press, ACU Theater tickets, ACU Athletic tickets, ACU dinner tickets, ACU Meal Plans, or CopyCat are prohibited. These purchases should be made using a departmental FOAP.
- Telephone and computer purchases – these items should be purchased through the Information Technology department.
The following purchases are considered prohibited, and the funds charged to the university card will need to be reimbursed to ACU through the Cashier’s Office:
- Alcoholic beverages or tobacco products
- Cell phones or cell phone monthly bill payments – see the Cell Phone Policy
- Personal purchases that are not business-related expenses
Itemized receipts for lodging, car rental, air transportation, meals, and other travel expenses must be provided with the expense report. Expense reports are to be submitted via Concur within 30 days of completion of travel or on a monthly basis (for frequent travelers) with all required documentation. The ACU employee is responsible for ensuring that all charges are being applied to the correct FOAPA.
Out of pocket expenses (including airfare and other pre-trip expenses) will not be reimbursed until theconclusion of the trip.
Responsibility of Approvers
Approvers perform a critical control function for the University. Collectively, approvers ensure that expense reports processed for payment are authorized, documented, appropriately funded, and compliant with policy and are associated with activities that have a valid and necessary business purpose. Designated approvers should assist individuals, as necessary, with understanding applicable policies and compliance requirements.
The Concur system routes approval based on the FOAPA approver. When the requestor and owner are the same person, the request is routed to the requestor’s default approver. If Concur does not have a FOAPA approver, it will default to requestor’s manager.
It is the FOPA approver’s responsibility to ensure funds are available for the requested travel and when approving expense reports approvers must validate that all transactions are coded correctly, and all necessary documentation is provided.
All reservations for university business travel should be made using Concur and it is the responsibility of ACU travelers to book the lowest and most reasonable airfare through ACU’s preferred carriers (when applicable) consistent with their itinerary, the business purpose of their trip and the requirements of the funding source. Airline tickets should be purchased using the employee’s ACU Travel Card.
Every attempt should be made to make reservations early, since the lowest fares are usually available with 21 and 14-day advance purchases and to ensure that the most convenient and cost- effective fares are obtained. Federally funded travel may be subject to additional restrictions which are included in the “Federally Grant Funded Travel” section below. Upgrades in coach class such as Economy Plus seatingare considered a personal expense unless approved in advance by the employee’s budget approver.
Group travel arrangements should be made through the ACU approved Travel Management Company.
Traveler participation in frequent flyer programs must not influence flight selection, which would resultin additional costs to the University from the lowest airfare. The University will not reimburse travelers for tickets purchased with frequent flyer miles.
When a trip has been cancelled after a non-refundable ticket has been issued, the ticket can be applied to a trip in the future by that traveler on that airline, less a change or cancellation fee. Travelers must apply any unused ticket value toward a business trip in the future, to mitigate any financial loss to the funding source. In most cases the traveler has a year in which that ticket can be applied.
University travelers should use Concur to book lodging accommodations to take advantage of negotiated rates and corporate discounts; exceptions will be made for conference bookings that are booked with registration. If the conference you are attending offers a discounted rate, please work with ACU’s approved Travel Management Company to ensure the hotel is booked at the discounted rate. This can be done in Concur using the Conference Rate Form.
When making reservations, single room accommodations and corporate rates should be requested (making sure the lowest rate available is obtained upon check-in). Employees and students should use ACU’s Sales Tax Exemption form and Hotel Occupancy Tax Exemption form to request exemptions from applicable taxes when possible. When hotel accommodations are booked through Concur, our Travel Agency will attach a link to the traveler’s itinerary with the Hotel Tax Exempt Form needed for check-in. Incidentals such as magazines, newspapers, laundry, toiletries, in-room snacks, and beverages,housekeeping and in-room movies will be considered personal expenses and therefore are non-reimbursable.
Note: All activities in this section are subject to the University Driver Policy.
Travelers should use discretion when choosing ground transportation and ensure they use the most practical and economical option available.
Travelers should rent cars from ACU’s preferred rental car companies and book through Concur to ensure that they obtain the University’s negotiated rates and insurance coverage. If you are renting a vehicle from a non-preferred vendor, you will be required to purchase insurance at the counter when picking up your vehicle (please consider these additional costs when determining the least expensive option at booking). Travelers are authorized to use rental cars based on the cost efficiency and availability of other means of transportation. For non-Enterprise/National rentals, insurance is not included in most rental rates and employees and or guests will need to add insurance to the rental at the time of booking. See the University Drivers Policy when determining which type of rental insurance coverage to accept. Please contact the Office of Institutional Compliance & Risk Management with insurance or driver policy questions at 325-674-6142 or email@example.com.
The size of the rental car should be the least expensive model consistent with the number of travelersand the business purpose of the trip. Employees should rent a small or medium class vehicle unless a larger vehicle can be rented at no additional cost or if more than two (2) people share the same vehicle. Due to the exorbitant refueling rates charged by rental agencies, employees should refuel the rental vehicle prior to returning it to the agency. Fuel expenses may be submitted for reimbursement for a rental vehicle that was refueled.
A rate that is equal to or below the Internal Revenue Service’s standard mileage rate will be used as reimbursement for the use of an individual’s personal vehicle while on ACU business. The rate includes all related expenses of operating the vehicle including fuel but does not include parking fees and toll charges which will be reimbursed separately. However, the total reimbursement for mileage, tolls, and parking is limited to the total cost of economy air fare plus estimated local transportation expenses for the same trip or the cost of a car rental and fuel for the trip’s duration. You can use the Rental vs Employee Reimbursement Calculator to determine the most cost-effective method for your trip transportation: https://legacy.enterprise.com/car_rental/mileageCalculator.do
All individuals who desire to use their personal vehicles for ACU business must maintain a current driver’s license and follow all policies and procedures outlined in the ACU Driver Policy.
Other Ground Transportation
Car Services (i.e., Uber, Lyft), Shuttles, taxicab, and bus fares utilized for transportation purposes while traveling are reimbursable expenses. If bus or rail travel is used, the traveler must select coach class.
Parking & Tolls
Reasonable parking charges and tolls associated with business travel will be reimbursed.
All meal expenditures are subject to university policies and this guidance regardless of funding source orintended recipient unless more restrictive guidance applies. An itemized receipt for meal expenses must be attached to the appropriate expense report. When morethan one person is included in the meal expense, the names of each person in attendance and their employment or business affiliation must also be included on the meal receipt or notated within the expense details.
All business meals away from ACU’s campus (including meals in Abilene) should be paid for using the employee’s Travel Card. The employees monthly credit limit of $500 should cover these types of expenses and a request will not be required unless additional funds are needed.
Business Meals while Traveling
While traveling on university business, expenses for meals are based on actual expenses incurred. Travelers, who are employees, should use their university issued travel card to pay for meals while traveling or travelers may claim a daily meal per diem not to exceed the GSA rate if claiming per diem is permitted by the department funding the travel expenses.
When traveling on ACU business, employees will use the request tool within Concur to request an amount equal to or less than the federal per diem rate to estimate the daily costs of meals during their trip and to provide the FOAPA approver the opportunity to see the estimated overall cost of meals. Funds will be added to the employee’s travel card credit limit using this amount.
GSA maximums do not apply to actual costs for meals unless specified in the terms and conditions of an award from a sponsoring organization/agency funding the travel. ACU will pay for 3 business related meals each day, if groceries or snacks are replacing a meal the Travel Card can be used, but additional meals and/or snacks in addition to Breakfast, Lunch, and Dinner should be paid out of pocket by the employee with no reimbursement from ACU.
Federally funded travel may be subject to additional restrictions which are included in the “Federally Grant Funded Travel” section below.
Student Per Diem
Per Diem allowances for students cannot exceed the allowance set by the GSA for a particular city or foreign country or the budget allocated for the travel by the department or school. Please see “Travel Cash Advances” section below for additional details regarding these types of requests.
Standard Tipping Guideline
The University will reimburse employees for tipping waiters, taxi drivers and baggage handlers, but will not reimburse tips paid to a hotel housekeeper.
Standard tipping guideline is 15% of the total at a restaurant, $1-$2 for each bag handled by a baggage handler, and a 10% tip for a taxi driver.
If an employee wishes to include his or her spouse or family on a business trip, the employee is responsible for any additional expenses, including the difference between meals, transportation, and all other incidentals. Spousal accompaniment on a business trip or entertainment event with a verified business purpose must be pre-approved through a Spousal Accompaniment Approval Form in advance by the tax director or the employee’s supervisor. The completed Spousal Accompaniment Approval form should be submitted with the corresponding expense report.
Travel Cash Advances
Employees and students may obtain travel advances for expected business expenses through Concur. These advances are loans and are the responsibility of the employee or student. Travel Advance Requests should be submitted at least seven (7) days prior to the specific date the advance is needed and should not exceed the amount of expected expenses. Cash advances should only be used if the student or employee will be unable to use their travel card for trip related purchases. Every attempt should be made to pay for all travel costs utilizing the employee’s ACU issued Travel Card.
Travelers are responsible for documenting the use of the advance and providing receipts to be submitted in Concur and included with the employee’s trip’s expense report. Any balance remaining from the advance must be returned by personal check or cash to the Cashier’s office, and the cashier’s receipt must be attached to the Expense Report within Concur. Any advance not settled by an expense report may be deducted from the employee’s paycheck.
Travel Cash Advances that are issued for Student Per Diem will require a signature from the recipient documenting they received the issued amount and the student per diem listing should be submitted as documentation with employee’s Concur expense report.
In addition to meeting all travel policies outlined in the ACU Travel Policy, any student, faculty or staff member proposing to undertake University-supported or University-related international travel mustfollow the appropriate approval, insurance, and travel security requirements set forth in the International Travel Approval Policy.
A global perspective is essential to ACU’s academic mission, and the University has long supported international travel to conduct research, study cultures and languages, promote collaboration with peerinstitutions, represent the University, and for other academic, administrative, and sanctioned student activities. The purpose of this policy is to outline the approval process for University-supported or University-related international travel, and related requirements, thereby promoting such travel while mitigating associated risks.
Federally Grant Funded Travel
Travel costs charged to grants and contracts must follow the regulations of the sponsoring entity and the terms and conditions of the individual awards. Restrictions may include the need for prior approval from the sponsor, use of U.S. flag carriers, limits on the total amount that can be charged for travel and compulsory use of government per diem allowances for lodging and/or meals. The traveler should check with the specific agreement or contact the Director of Research well in advance of departure to determine if any additional restrictions are applicable. Travel policies of federal and non-federal sponsors vary.
In addition to meeting all other University policy requirements, the following conditions apply to travel charged to sponsored projects:
Grant related expenses without a receipt, regardless of the amount, will not be reimbursed on federally funded travel. The grant office cannot accept the university’s missing receipt form for grant related purchases.
While traveling on university business, expenses for meals are based on actual expenses incurred. Travelers, who are employees, should use their university issued travel card to pay for meals while traveling.
The business purpose section of Concur should clearly identify the relationship of the travel to the purpose of the award. When a trip involves multiple purposes, the basis for allocating the charges to thesponsored project must be stated.
Fly America Act and Open Skies Agreements
Use of the U.S. flag carriers is required for all international travel charged to a federal award unless certain exceptions are met. This requirement shall not be influenced by factors of cost, convenience, orpersonal travel preference.
Advance Approval Required
Grants from some federal agencies and most federal contracts require that all international travel, even if included in the award, be approved from 45 to 90 days in advance by the sponsor’s administrative officer. Some non-federal entities require approval in advance of all travel whether domestic or international. Travelers should consult with Executive Director of Research for details on obtaining approval.
Penalties and Fees
Penalties or cancellation fees for airline, hotel, and car rentals are generally NOT allowable and employees should always receive pre-approval before charging such costs to an award.
Risk of Non-Compliance
Violation of this policy, including misuse of a university issued Travel Card, may result in the loss of University travel card privileges, taxation or loss of reimbursement, disciplinary action including termination or legal action.
ACU Travel Office
Director of Research
911. Purchasing Card Policy
Policy No. 911
Responsible Department: Accounts Payable
Responsible Administrator: Accounts Payable Manager
Effective Date: September 2003
Reviewed/Updated Date: March 2023
Date of Scheduled Review: June 2025
PURCHASING CARD POLICY
The purpose of the Purchasing Card Program is to improve the purchasing process by streamlining
purchases and increasing operational efficiency.
All ACU employees using the university purchasing card for operational and business-related purchases.
View the entire policy at the button below:
912. Gifts, Awards, Prizes, & Receptions Policy
Policy No. 912
Responsible Department: Accounts Payable
Responsible Administrator: Accounts Payable Accountant
Effective Date: April 1, 1997
Reviewed/Updated Date: June 2019
Date of Scheduled Review: February 2022
GIFTS, AWARDS, PRIZES, & RECEPTIONS POLICY
To establish guidelines for ACU funded expenses relating to gifts, awards, prizes, and receptions given to employees, students, and non-employees (individuals and entities) and to encourage and ensure good stewardship regarding the usage of the University’s resources.
This policy applies to ACU employees and students acting on behalf of ACU using ACU funds.
- Appropriate Uses of Gifts, Awards, & Prizes
Length of service; outstanding professional achievements; safety achievements; retirement; merits or contributions to the University; judged competitions, contests, or random drawings associated with the University.
- Given to Employees (including students in an employment capacity) To request payment, please fill out a PAF and contact Human Resources with any questions. If a gift, award, or prize is given to an employee in the form of cash, the amount will be added to the employee’s W-2 as taxable income. The provider of the gift, award, or prize must inform the recipient of the tax consequences. To request payment, please fill out a PAF and contact Human Resources with any questions.
- Given to Non-Employees (individuals, entities, and students in a non-employment capacity) To request payment, please fill out a Request for Payment form and a Gift, Award, or Prize Purchase send the form to Accounts Payable with any attached receipts and a W-9 for the individual or business receiving the gift, award, or prize. If a cash gift, award, or prize is given in a non-employment capacity to an individual, entity, or student, the amount will be considered taxable income and will be added to the recipient’s 1099. If payment is requested and the appropriate documentation is not provided, the payment will not be processed. The provider of the gift, award, or prize must inform the recipient of the tax consequences.
- Given to Employees (including students in an employment capacity) If an employee receives $600 or more in merchandise in any given calendar year from ACU, the fair value of the merchandise will be included in the employee’s W-2 as taxable income. To request payment, please provide a Request for Payment form and a Gift, Award, or Prize Purchase form to Payroll with any attached receipts. The provider of the gift, award, or prize must inform the recipient of the possible tax implications. The purpose of this form is to ensure that ACU continues to follow IRS regulations by tracking 1099-MISC, box 3 related purchases.
- Given to Non-Employees (individuals, entities, and students in a non-employment capacity) If an individual, entity, or student receives $600 or more in merchandise in any given calendar year from ACU, the total fair market value of the merchandise will be considered taxable income and added to the recipient’s 1099. The provider of the gift, award, or prize must inform the recipient of the tax consequences. To request reimbursement for merchandise, please fill out a Request for Payment form and a Gift, Award, or Prize Purchase send the form to Accounts Payable with any attached receipts If a cash gift, award, or prize is given in a non-employment capacity to an individual, entity, or student, the amount will be considered taxable income and will be added to the recipient’s 1099. The purpose of this form is to ensure that ACU continues to follow IRS regulations by tracking 1099-MISC, box 3 related purchases. If the appropriate documentation is not provided, the payment will not be processed.
- Gift Cards, Gift Certificates, & Store Credits
Gift cards, gift certificates, and store credits may not be purchased using ACU funds for anyone. These purchases are considered prohibited and are non-reimbursable by the university.
- Door Prizes or Other Random Drawings
Door prizes or other prizes given to anyone that are selected at random are considered taxable income to the recipient. Door prizes and random drawings are considered prizes and similar procedures apply, see Appropriate Uses of Gifts, Awards, & Prizes.
- Gifts Given for Special Occasions
Gifts given to anyone for occasions such as birthdays, weddings, graduation (except for ACU graduating students), Christmas, baby showers, going away, or any similar event are reimbursable up to $75 per recipient. To request reimbursement, please fill out a Request for Payment form and a Gift, Award, or Prize Purchase send the form to Accounts Payable with any attached receipts. If the cash gift, award, or prize totals $75 or more, a W-9 form completed by the recipient must also be submitted to Accounts Payable.
- Higher Education Act
Due to regulations outlined in the Higher Education Act, ACU will not provide any commission, bonus, or other incentive payment based directly or indirectly on success in securing enrollments or financial aid to any persons or entities engaged in any student recruiting or admission activities or in making decisions regarding the award of student financial assistance. This includes a sum of money or something of value other than fixed salary or wages.
- Payment of Services
Individuals should not be paid for services in the form of a gift, award, or prize. If an individual or entity is performing a service for ACU, they should either be paid through Payroll as an employee or through Accounts Payable as an independent contractor. Please submit an Employee vs. Independent Contractor Worksheet if you are unsure of how the individual/entity should be paid.
- Student Financial Assistance for Living Expenses
Due to ACU’s tax exempt status, a department cannot request payment through Accounts Payable or make direct payments for purchases such as groceries, rent, household bills, or other related living expenses for a student using departmental funds. If a student is in need of emergency financial assistance for living expenses, please contact Student Financial Services for scholarship information. Such taxable scholarships will be reported on the student’s 1098-T, and the student will be responsible for reporting the amount on his/her 1040 form. International students receiving scholarships for living expenses will have a 14% tax applied to their student account per IRS regulations. These scholarships cannot, in any way, represent the payment of services.
- Gifts Given to Student Athletes
Gifts, awards, prizes, or other benefits given to a student-athlete are normally acceptable if it is demonstrated that the same gift / benefit is generally available to the institution’s students, faculty, staff, and their relatives or friends. No gift or other benefit shall be provided to a student-athlete based on his/her athletic ability. The paying department should contact the ACU compliance officer in the Athletic department prior to providing any gifts or other benefits to determine compliance with NCAA rules.
- Gifts Given to International Students
- Given in an Employment Capacity Gifts, prizes, and awards given in an employment capacity to a student holding an F-1 Visa will be paid through Payroll, reported on a W-2 or 1042-S, and will have taxes withheld based on W4 elections.
- Given in a Non-Employment Capacity Monetary gifts, prizes, and awards given in a non-employment capacity to a student holding an F1 Visa will be paid through Accounts Payable, reported on a 1042-S, and will have 30% in taxes withheld from the payment amount.
- Student Financial Aid & Tax Consequences
Please note that gifts to students may have an unintended effect on financial aid. The student will be reporting additional income to the IRS, which is a factor in the amount of financial aid the student is awarded for the school year.
- Expressions of Sympathy Sympathy flowers/cards can be sent for the following occasions:
- Serious illness or a hospital stay of an employee, emeritus faculty member, student, board member, or immediate family member. An immediate family member is defined as a spouse, children, siblings, or parents.
- Death of an employee, emeritus faculty member, student, board member, or immediate family member. An immediate family member is defined as a spouse, children, siblings, or parents.
An immediate family member is defined as a spouse, children, siblings, or parents.
- Retirement Receptions Expenses for a retirement reception for an employee that has been at ACU at least ten years and is at least 55 years of age may be reimbursed using ACU funds.
- Christmas and Graduation Receptions Expenses relating to graduation and Christmas receptions may be reimbursed when it is a legitimate ACU-related function. Each department may only have one Christmas and one graduation reception per fiscal year.
- Other Receptions Non-work related school or departmental luncheons, dinners, or parties/celebrations/receptions will not be reimbursed using ACU funds. Examples include weddings, baby showers, or other similar events. Occasional birthday receptions are allowable.
930. Purchasing Policy
POLICY No. 930
Responsible Department: University Procurement and Financial Operations
Responsible Administrator: Purchasing Director
Effective Date: August 2019
Reviewed/Updated Date: July 2023
Date of Scheduled Review: July 2027
The Procurement office is charged with several responsibilities:
- Offering purchasing services to all departments to obtain goods and services at an optimum combination of prices, quality, and timeliness.
- Reducing expenditures via discounts, co-operative networks, and partnerships with merchants.
- Increasing productivity by providing departments with the tools and information they need to make informed and cost-effective purchasing decisions.
- Providing a variety of purchasing services for the ACU community from issuing purchase orders to completing credit applications, assisting with vendor selection, and resource assistance.
- Administration of agreements such as, copiers, shipping, vending, and beverages.
- The purpose of the furniture policy is to achieve substantial discounts, provide a high-quality product that will offer the best value to the University, and to help streamline and simplify the ordering process.
All ACU employees are responsible for purchasing goods and services within their department.
Read the entire policy at the button below.