An allowable business expense is an expense or a transaction that the University, a faculty, or staff incurs on behalf of the University in exchange for goods or services.
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A bid is a vendor's formal statement in response to a formal document outlining, in exact specifications, that they will supply the specified good or service at a specified rate. This is a commitment in writing from a vendor.
Contracts
Generally, any arrangement that involves payment of money by the University to another person or entity, and any other arrangement that is intended to identify legal obligations to SPU of an individual or entity, should be documented in a written agreement that is signed by both parties. In many cases, the person or entity with whom SPU is contracting will have their own form of written agreement. SPU also maintains templates and models of certain types of agreements (e.g., speaker agreements, performance agreements, independent contractor agreements). Once a vendor is selected, the conclusion of the process may require a formal contract. Requests for Proposal for services typically require a contract, while capital purchases typically only require a purchase order. The final contract will then be signed by the department manager responsible for contract administration in line with Purchasing Authorities.
Please refer to XXX for information on the Contract Review Process.
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On-site catering - Sodexo is the food service provider on campus. Employees coordinating events on campus that require food service (catering) must grant Sodexo the first option of providing catering. The director of University Services must approve any exception. Still true?
Computers - All technology, computer and computer-related purchases should be directed to CIS via the CIS helpdesk. CIS is responsible for telecommunication, computing, audio and video standards across campus and will ensure that the purchase interfaces appropriately with SPU technology systems and determine how the product/service fits within SPU’s broader technology resources.
Fixtures and Furniture - All fixtures and furniture purchases should be directed to the Facilities department for review and approval. Facilities will ensure XXXX.
Hazardous substances - The storage, use, transportation, or other handling of hazardous substances could implicate health and safety compliance obligations. Facilities must be consulted and provide approval for any purchase that involves hazardous substances.
Gift Cards - For grant-related gift card purchases, please reach out to the Office of Sponsored Programs who can purchase on your behalf. For non-grant-related purchases of gift cards, please reach out to Finance who will help determine if the purchase is allowable.
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Accounts Payable will make the use tax calculation and add the charge to the Purchase Order or Request for Payment.
For further information on Taxes refer to (LINK TO GL TAX SECTION).