Business Office

• Personal expenses (i.e. eyeglasses, housing, medication, etc.)
  • Allowed items for office: Kleenex, sanitizing wipes, first aid kits
• Personal benfit (loan): Items that will be reimbursed with either personal funds or other outside funds (except Foundation)
• Fundraising: Student Activity (SA) funds must be used.
• Donations: Must be ran through Foundation; this includes any expenses associated with obtaining a donation
  • If donation is part of a ticket/membership, it can be deposited in a State cost center and a check can be cut for the donation amount to be deposited with Foundation
• Expenses for non-state employees unless it is part of official hospitality, promotional items or services provided to the University 
• Prepayment for goods, services, or lodging per the Kansas Prompt Payment Act (Pre-Payment Policy)
• Appreciation: Events, gifts, or other items that are meant to show appreciation or serve as a "thank you"
  • This includes Administrative Professionals Day and Student Employment Week

Candidates

• Guidelines can be found at Candidate Guidelines
• State funds can only be used to reimburse candidate travel for the following positions
  • President
  • Vice President(s)
  • Faculty
  • Graduate Assistants/Graduate Teaching Assistants

Catering

• Guidelines can be found on our webpage Other Policies and Procedures - under Food/Catering section
• If hosting an event on campus and the food will be catered, the current fod service contract provider MUST be used. 
• Outside food cannot be brought into the Memorial Union, Fischli-Wills Center for Student Success, Quad, or any Residential Life building

Cell Phones

• University supplied cell phones are limited to only approved employees and are restricted to only use on campus or for campus activities. For more information or to request a University cell phone, contact Administration and Finance

Clothing

• Clothing can only be purchased for identification purposes - the Department/function name along with FHSU MUST be on the clothing for it to be allowed with State funds
• Protective gear or uniforms are allowed if it is required for the job

Employee Awards

• Guidelines can be found at Gifts, Prizes, and Awards Guidelines

Gifts/Prizes (drawings/retirement/appreciation)

• Guidelines can be found at Gifts, Prizes, and Awards Guidelines
• Use of State funds to purchase gifts for employees is not permitted under any circumstances.
  • Flowers or cards sent for illness or death
  • Retirement gifts (regardless of the price)
• Prizes for employees cannot be purchased with State funds UNLESS the prize is part of a random drawing AND open to the public, not just State employees.
• If Student Activity (SA) funds are being used for the gifts, prizes, or awards of any amount (tangible or non-tangible) and the recipient is an employee, a GPA Approval Form is required to be submitted before the purchase is made. 
• State employees are ethically not allowed to accept gifts 

Graduation Regalia

• State funds can be used to purchase/rent regalia for anyone required to be at the ceremony

Hospitality/Food/Meals

• Guidelines can be found at Official Hospitality Payment Guidelines

Individual Liability Insurance Policies

• State funds can only be used to pay for individual liability policies if it is required for the employee to do their job. The employee must provide documentation that states the insurance policy is required and sign a Certification of Liability Insurance Form to be submitted with the invoice for payment/reimbursement.

Journal Entries

• Guidelines can be found at Journal Procedures
• Cannot transfer revenue to or from fund 2000 cost centers as these are budgeted cost centers
• To move budgets between cost centers with fund 2000, contact Budget & Planning for a Budget Amendment, do not submit a journal
• Cannot move expenditures between fiscal years. Be sure to reconcile cost centers prior to fiscal year end deadlines, to make any corrections or to clear out cost center balances

Moving Expenses

• State funds can only be used for moving expenses for the President
• Any other position that might have moving expenses, must be paid with non-state funds (i.e. Foundation)

Payment for Services/Contractual Services

• Guidelines can be found at Contractual Services
• When making a payment for an individual who did any kind of service, a Contractual Services Form must be submitted to determine if the individual should be treated as an employee or as an independent contractor
• Payments must be made to the individual who provided the services or goods

P-card Transactions

• Guidelines can be found at P-card Policies and Procedures

Remote Work

• Guidelines can be found at Remote Work Policy
• Staff are only allowed one computer setup (computer, monitor, keyboard, and mouse)
  • Hybrid - still only allowed one computer setup; any additional supplies or equipment will need to be paid personally. If there are any additional expenses needed, expenses must be listed AND approved on the Work Agreement Form 
• Faculty are not allowed any additional expenses at this time until a formal policy is created

Scholarship

• All scholarships must go through the Financial Assistance Office and be applied on the student's account

Services provided on campus (Printing Services/Mail Center/Tech Services/Custodial/Maintenance/etc)

• Outside suppliers cannot be used for services that are provided from departments on campus. Inlcuding but not limited to painting, cleaning, repairs, mailing, printing/copying, tech services without prior approval from the Vice President of Adminstration and Finance

Software/Apps

• Guidelines can be found at Technology and Software Purchasing Procedures
• All software/apps must be purchased through Tech Services. If a department receives approval from Tech Services to purchase the software/app on their own, the approval must be attached  to the expense when submitted in Workday

Travel

• Policies and procedures can be found at Travel Guidelines
• New employees cannot travel for buisness purposes prior to their hire date.
  • If an employee is required to attend departmental meetings, conferences, etc., the hire date must be prior to attending/traveling to those events
• Any travel prior to official start date cannot be paid with State funds
• Trips with personal time must be paid personally. Reimbursement up to the allowed amounts/business only portion will be processed after the trip has concluded
• The State of Kansas defines the most economical option when flying as Economy class. No upgrades to higher classes are allowed
• The University is not responsible for the loss of personal items while on State business and State funds cannot be used to replace any personal items

Tuition

• State funds cannot be used to pay for an individual's tuition unless it is a scholarship and ran through the Financial Assistance Office

• Office supplies are purchased through Central Purchasing. Departments have their own Amazon and Staples accounts (work with Central Purchasing to set these up). Central Purchasing has tax-exempt accounts set up for the following suppliers:
  • Amazon
  • B&H Photo
  • CDW
  • Dollar Tree
  • Ebay
  • Grainger
  • HON 
  • Home Depot
  • Kansas State Use Products - Handicap & Blind Organization
  • Fastenal
  • Flexispot
  • Global Industrial
  • Office Depot
  • Orential Trading
  • Quill
  • Sam's Club
  • Staples
  • Uline
  • Vari (formally Varidesk)
  • Veritiv
  • Walmart
  • Webstaurant Store
• Computer hardware and software are purchased through Tech Services. This includes sole source software, software licensing, and software maintenance
• Printing requests (this includes but is not limited to: letterhead, envelopes, and thank you cards) are processed through Printing Services, 785-628-5310
• Real Estate Leases are processed through the Purchasing Office
• HON is the campus standard for furniture.
  • Large orders contact Facilities Planning
  • Small orders contact Central Purchasing - 785-628-4239
• Exclusive Beverage Contract is through Pepsi. This includes purchases of bottled water and all Pepsi products. No other brands are allowed. Bottled water must be ordered through Union Catering Company - 785-432-3266 or sales@theunioncc.com 
• Food Serivces Contract is through the Union Catering Company - 785-432-3266 or sales@unioncc.com for catering requests
• Prepayment of goods, services, or lodging is not allowed per The Kansas Prompt Payment Act
• All contracts, agreements, applications, grants (including electronic versions), or anything requiring a signature must be sent to the Purchasing Office (purchasing@fhsu.edu). Only the President and Vice President for Adminstration and Finance are authorized to sign for FHSU.
• If scheduling meeting rooms, lodging, and/or food for a special event or conference and the cost is over $5000, bids must be processed