GENERAL GUIDELINES FOR REPRESENTATIONAL, NON-REPRESENTATIONAL, and FOUNDATION FUNDS
UAF CTC Prior Approval Form
Representational and Non-Representational Expenditure
Representational (8115) and Non-Representational (3008, 3018, 4008, and 4018) expenditures incurred must conform to the
following requirements:
Must be a bona fide event or activity “directly related to” or “associated with” University business. This is subject not only to
university regulation, but also to public perception and appearance. Must not be lavish or extravagant.
 “Directly Related to: - Expenses incurred in a clear business setting where there is no significant personal or social
relationship with the person (s) entertained.
 “Associated with” – Expenses incurred directly preceding or following the conduct of a bona fide business activity.
CTC Program/Department and Phone #
Fund/Org/Account:
Planned Payment Method:
PO:
LPO:
JV:
Employee Reimbursement:
Event/Activity includes Alcohol?
Yes
No
Estimated Dollar
Amount:
Procard (Non-rep Only):
UAF/TVC Procard Waiver? Yes
Name of Event and Activity Description
Event Location:
No
Date of Activity:
CERTIFICATION: I (the undersigned) certify that the expense (s) included in this request will be incurred for the benefit of the University or
the respective funding agency in connection with the performance of official duties and obligations and that, in my opinion, such expenditure
(s) represent an appropriate use of public funds.
Program/Department Signature
Date:
CTC Fiscal Review:
Date:
CTC Director Signature:
Approved:
Yes
Date:
No
Date:
CTC PRIOR APPROVAL PROCESS:
CTC PRIOR APPROVAL PROCESS:
Following these Guidelines does NOT GUARANTEE that you will be reimbursed for your expenditures. Only PRE-APPROVED
expenditures are guaranteed reimbursement. Questions -Call TVC Administrative Services 455-2829
GENERAL GUIDELINES FOR REPRESENTATIONAL, NON-REPRESENTATIONAL, and FOUNDATION FUNDS
Purpose
Advisory council or board meeting
Alcohol Foundation money only!
Board or Advisory council meeting
Cash gifts to University employees
Christmas cards
Coffee (canned - for public use only)
Donations (cash or otherwise)
Employee food, refreshments
Employee meals at a restaurant or home
Employee Recreational or Social activity
Entertainment:
Flowers for Traditional, Ceremonial events
Flowers for other events
Food, refreshments for employees
Gifts costing less than $25
Gifts: more than $25
Honorarium
Instructional programs
ILoans to university employees
Meals - work related On Campus
Meals - work related/Travel Status
Meetings/Meals - Off Campus
Meetings/Meals that are cyclical or reciprocal
Exceptions
University hosted event
Chancellor must pre-approve Events.
University hosted event
NOT ALLOWED - University will not reimburse
NOT ALLOWED - University will not reimburse
Only if ordinary and necessary for conduct of
university's business
NOT ALLOWED - University will not reimburse
Civic, community, service, social, charitable
organizations
Generally disallowed (May qualify under 'Meals Work Related')
NOT ALLOWED except as otherwise specified
herein
Generally disallowed. Requires pre-approval
See: Tickets, Meetings, Employee
Recreational/Social, Receptions, etc.
For events that are both traditional and
ceremonial, i.e. Commencement
Generally disallowed. Foundation Rep must preapprove
Generally disallowed (May qualify under 'Meals Work Related')
Does not include cash gifts
Generally Disallowed. May not use public funds
for purchase. Taxed
Must fill out 'Determination of Honorarium
Status' form.
NOT ALLOWED - University will not reimburse
Only allowed if participants are required to work
through meal period
For meetings, conferences, etc. attended by
employees on Travel Status
NOT ALLOWED except as otherwise specified
herein
NOT ALLOWED - University will not reimburse
Includes
Meals, refreshments, similar costs. NO ALCOHOL
Drinks with meals will NOT be reimbursed
Meals, refreshments, similar costs. NO ALCOHOL
NONE
NONE
Not for employee consumption
Account
3008/4008
Foundation
3008/4008
NONE
NONE
8115
NONE
NONE
Includes prepared food and all packaged,
purchased food
See 'Meals-work related, 'Meetings w/visiting
Prof.', etc.
Meals, refreshments, similar costs. NO ALCOHOL
8115
None
8115
3008/4008
For official events, appreciation, congratulations,
sympathy
Includes prepared food and all packaged,
purchased food
Plaques, tokens of appreciation/recognition
MUST have Procurement Director's approval
Foundation
An Honorarium must NOT be used as payment.
3017
Meals, refreshments, similar costs. NO ALCOHOL
3008/4008
NONE
3008/4008
On campus meetings only
Ex. UAA conference provides meals for UAF
attendees
See 'Meetings w/visiting Professionals,'
'Recruitment'
Ex: Chamber of Commerce, Rotary meetings
8115
4441
8115
3008/4008
8115
NONE
Following these Guidelines does NOT GUARANTEE that you will be reimbursed for your expenditures. Only PRE-APPROVED expenditures are guaranteed reimbursement.
Questions -Call TVC Administrative Services 455-2829
GENERAL GUIDELINES FOR REPRESENTATIONAL, NON-REPRESENTATIONAL, and FOUNDATION FUNDS
Meetings/Meals with visiting professionals
Memberships, PERSONAL
Office decorations
Personnel recruitment
Receptions:
Recruitment of personnel
Retirement gifts/receptions
Students: Recreational or Social activities
Tickets to business or social events
Tickets to charitable events
Traditional or Ceremonial Event/refreshments
Travel expenses for Spouse/Recruitment
Travel expenses for Spouse/Employee's
Travel-related expenses and per diem
Preapproval. Not lavish/extravagant. Must have
clear business purpose.
NOT ALLOWED - University will not reimburse
NOT ALLOWED - University will not reimburse
Does not include spouse's expenses. See 'Travel
expenses for Spouses'
For General Public, Donors, Community,
Distinguished Guests
Does not include spouse's expenses. See 'Travel
expenses for Spouses'
Generally disallowed. Foundation Rep must preapprove
Only if ordinary and necessary for conduct of
university's business
Responsible use and discretion. Foundation Rep
must pre-approve
Must include meal or other non-gift expense to
qualify. Pre-approval req
No alcoholic beverages may be charged to this
account
Generally disallowed. Provost or Chancellor must
pre-approve
Generally disallowed. Provost or Chancellor must
pre-approve
Meals, refreshments, similar costs. NO ALCOHOL
8115
Civic, community, service, social organizations
Meals, refreshments, similar costs. NO ALCOHOL
NONE
NONE
8115
Meals, refreshments, similar costs. NO ALCOHOL
8115
Meals, refreshments, similar costs. NO ALCOHOL
8115
Gifts, meals, refreshments, similar costs. NO
ALCOHOL
Meals, refreshments, similar costs. NO ALCOHOL
Foundation
Tickets only
Foundation
Tickets only
Foundation
Commencement reception, convocation, award
ceremonies
Travel costs, meals, etc
3008/4008
NONE
NONE
NOT ALLOWED from Rep/Non-Rep or Foundation
funds if paid from Travel account.
DO NOT DUPLICATE EXPENSES!
8115
3008/4008
2130
Following these Guidelines does NOT GUARANTEE that you will be reimbursed for your expenditures. Only PRE-APPROVED expenditures are guaranteed reimbursement.
Questions -Call TVC Administrative Services 455-2829