General Expenditures

1. SALES TAX Are you aware that all purchases made in the State of Iowa as well as goods shipped to the State of Iowa should be tax exempt?
   
   
   • Ideal Answer: YES. Tell the vendor that the University of Iowa is tax exempt from State sales taxes and give the tax exempt number 42-6004813.
2. PURCHASES FROM UNIVERSITY FACULTY OR STAFF Are you aware there is a policy regarding purchases from faculty or staff?
   
   
   • Ideal Answer: YES. Purchases from faculty or staff members exceeding $1,000 for one transaction or $2,000 in one year must be approved by the Board of Regents, State of Iowa. Purchases From University Faculty or Staff. (http://www.uiowa.edu/~our/opmanual/v/11.htm#1115
3. EXPENDITURE OF FUNDS ON DEPOSIT WITH UNIVERSITY ALLIED
   ORGANIZATIONS Do you know the general policy regarding funds on deposit with allied organizations?
   
   
   • Ideal Answer: YES. General policy. Funds in allied organizations intended for support of the University shall be transferred to the University for expenditure rather than be expended directly from the allied organization. Expenditures on behalf of the University involving equipment, building construction or renewal, or as compensation for a University employee must be transferred to a University account where they will be subject to the Board of Regents' and the University's policies. Funds on Deposit with Allied Organizations . (http://www.uiowa.edu/~our/opmanual/v/03.htm#32)
4. REWARDS AND RECOGNITION PROGRAM Are you aware there is site you can review regarding rewards and recognition?
   
   
   • Ideal Answer: YES. General Education Funds may be used for business-related items, e.g. training and conference expenses, journal subscriptions, membership fees-those expenses that assist or improve an employee's performance. Low cost awards to show appreciation for staff, e.g. personalized plaques, certificates, cups or trophies may be bought with General Fund money. Developing a written recognition program will benefit your department should an auditing agency question your use of funds. Guidelines for Recognition (http://www.uiowa.edu/hr/oe/worklife/RnR/supvask.shtml)
5. DELEGATION OF SIGNATURE AUTHORITY Do you know the proper procedure for signature delegation?
   
   
   • Ideal Answer: YES. A person may delegate or assign to another authority to sign the person's name. Signature delegation is not permitted in certain situations such as in the signing of medical records, and use of a signature stamp is not allowed on the approval of purchasing forms. It is the responsibility of the delegator to know the situations in which delegation may not occur. When delegation does occur, it is the responsibility of the delegator to assure that the individual to whom such authority is assigned understands the limits of the delegated authority. Such delegated authority may not be further subdelegated. The person delegating signature authority to another is ultimately responsible for the delegated individual's actions. The delegation of signature authority must be documented in writing and should be reviewed periodically. An example "Delegation of Signature Authority" form can be found on the University of Iowa Electronic Forms web site . Completed forms should be kept on file by the department and a new form should be completed if authorized uses or limitations change or if staff terminate employment.
6. CELL PHONE POLICY Are you aware there is a cell phone policy?
   
   
   • Ideal Answer: YES. University employees are required to obtain departmental approval prior to using cell phones for University business purposes. Cell phone use for personal business should be limited to only necessary and immediate incidental needs or be reimbursed fully. It is the responsibility of the employee's department, college, or administrative unit to monitor cell phone use and reimbursements for compliance with this policy. Cell Phone Policy (http://www.uiowa.edu/~our/opmanual/v/11.htm#1123)
7. LOW DOLLAR PURCHASING Are you familiar with procurement card purchasing?
   
   
   • Ideal Answer: YES. A procurement credit card is available to departments to obtain low-cost, non-equipment items with a per-transaction limit of $2,000 and a monthly total limit of up to $10,000. Departments may have as many cards as required to reasonably meet such procurement needs. With this authority, the department assumes the responsibility to comply with all state, Regent, and University policies governing procurement operations. See the Purchasing Policies and Procedures Guide (http://www.uiowa.edu/~purchase/PCard/) for detailed procurement credit card procedures.
8. IOWA GIFT LAW Are you familiar with the Iowa gift law?
   
   
   • Ideal Answer: YES. The Iowa state "gift law" informs us that no more than $3.00 a day is legal to buy something for a person who has authority over aspects of your employment, i.e. supervisors. This is to ensure that neither positive nor negative consequences from a gift would arise for staff