9/18/09
SPECIAL EXPENSE GUIDELINES
AUTHORITY: System Procedure 5.20.1, Special Expenses and Chancellor/Presidential Expense Allowances
APPROVAL/DISAPPOVAL: Chancellor and Vice Chancellors or their designees through the delegation of authority process.
Approval is required before the special expense is incurred using the Request for Approval to Incur Special Expenses form.
FREQUENCY/DURATION: Anytime/before, during or after normal work hours.
PURPOSE: Extraordinary work-related responsibilities not generally supported with public funds.
Examples of Expenses that include ONLY Employees from the System Office
TYPE OF SPECIAL EXPENSES: Refreshments (non-alcoholic)/Food
ACTIVITY/EVENT/ITEM
System Office employees working during lunch period or before or after
normal work hours
System Office employees meeting with each other at any time
Staff meetings of divisions, offices or units within the System Office
Staff development/training
Quarterly meetings scheduled by Associate Vice Chancellor or above
System Office holiday party
System Office summer picnic
Board of Trustees functions
ELIGIBILITY AS SPECIAL
EXPENSE
No
No
No
No, unless part of a structured agenda
No, unless part of a structured agenda
No
No
Yes
Examples of Expenses Where Attendees include System Office and Non-System Office Employees
TYPES OF EXPENSES: Refreshments (non-alcoholic)/food
ACTIVITY/EVENT/ITEM
Systemwide meetings, e.g., CFFO, CAO/CSAP, HR Directors, ITS
Meetings with staff and/or students from campuses
Meeting with participants from many geographic locations where the
majority of the participants are in travel status
Work groups, task forces, committees including non-System Office
employees
Conferences/staff development workshops/training
Expense reimbursement for one attendant for an employee with a disability
that requires daily assistance
Banquet expense – as a guideline limited to no more than twice the normal
meal allowance
Refreshments and cake for recognition event for employee upon their
retirement
ELIGIBILITY AS SPECIAL
EXPENSE
Yes, if part of the structured agenda
Yes, if part of the structured agenda
Yes, if part of the structured agenda
Yes, if part of the structured agenda
Yes, if part of the structured agenda
Yes
Yes, if part of the structured agenda
Yes, if employee is immediately
eligible for a retirement benefit
Examples of Expenses Where Attendees include System Office and/or Campus Employees and/or Other Individuals
TYPE OF SPECIAL EXPENSES: Miscellaneous
ACTIVITY/EVENT/ITEM
Gift certificates to guest speakers
Gifts to guest speakers
Registration and tuition fees exceeding $1,000 per participant
ELIGIBILITY AS SPECIAL
EXPENSE
No, gifts with cash value not allowed
Yes, if it is a non-cash/non-negotiable
item of nominal value
Yes
ACTIVITY/EVENT/ITEM
Lodging when employee is not in travel status
Years of service and achievement awards
Refreshments (non-alcoholic) and food for employees being recognized at
annual employee recognition events
Fees and admission to the state fairground
One meal during each shift of fewer than ten hours or two meals during
each shift of ten hours or more at the State Fair
Taxi fare for employees with a disability who are unable to drive or use
other means of public transportation between work and fairgrounds
ELIGIBILITY AS SPECIAL
EXPENSE
Only under special circumstances,
e.g., weather conditions, authorized
by Chancellor based on benefit to
MNSCU
Yes, awards with nominal value and
is non-cash/non-negotiable
Yes
Yes, if assigned to work at the State
Fair
Yes, if assigned to work at the State
Fair
Yes, if assigned to work at the State
Fair
CHANCELLOR/PRESIDENTIAL EXPENSE ALLOWANCES (formerly called Department Head Expenses)
AUTHORITY: System Procedure 5.20.1, Special Expense and Chancellor/Presidential Expense Allowances
APPROVAL/DISAPPROVAL: Chancellor only. Approval is required before the expense is incurred using
Chancellor/Presidential Expense Allowance Expense Account form
FREQUENCY/DURATION: Anytime/before, during or after normal work hours
PURPOSE: Work-related responsibilities
EXAMPLES OF ACTIVITIES/EVENTS/ITEMS ELIGIBLE:

Meals and related expenses, or refreshments and food served when conducting business with citizens; members of boards,
commissions, task forces, or workgroups; foreign, federal, state, or local governmental officials and/or employees.

Meals and related expenses, or refreshments and food served at receptions where service awards are presented or retiring
employees are honored or similar events that affect employee morale. In those instances where the individuals being
recognized are accompanied by their spouses or significant others, the expenses of the spouse or significant other may also
be covered.

System Office/institution membership in a private club/organization/professional association when it will be used for a
public purpose.

Individual membership in a private club/organization/professional association when it will be used for a public purpose
and/or it is in support of an individual’s position within the system office.

Flower arrangements in the event of a death of person closely associated with the System Office.