The Office of the Controller receives numerous requests for exceptions to policy every week. We would like to reiterate that exceptions to policy should be infrequent in nature and must align to a bona fide University business purpose.
A recent internal policy and process review found that some exceptions approved in the past, specifically on State Fund 19900, should not have been allowable per UC Office of the President’s fund management guidelines.
Moving forward, exceptions that may have been approved erroneously in the past will not be granted to ensure UC Merced is adhering to policies as appropriate. Local departments are expected, via the following grid, to understand the options available to fund various activities and purchases:
Expenditure Allowability Grid: https://ucmerced.box.com/s/r26mfrff6jt21ijebet22chl5rjfocsb
Please note expenses which require additional or exceptional approval include:
- Employee morale-building events
- Expenses exceeding the per-person maximum meal rates
- Entertainment of a spouse or domestic partner, or family member
- A cash contribution which includes the cost of a meal or registration fee made to a nonprofit organization in connection with an employee's attendance at a fundraising event
Travel
- Exceptional approval for hotel stays within 40 miles of residence/place of business
- Spouse or domestic partner travel expenses
- Alcoholic beverages
Alcohol
Tobacco
Sympathy gifts (cash or non-cash)
Should you have questions, contact Amanda Preston-Nelson, Associate Vice Chancellor and Controller, at anelson10@ucmerced.edu.
