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.