Allowable Use of Funds Chart Revised

The University at Buffalo is entrusted with funds provided by various constituencies. Employees who incur or approve expenses must exercise prudent judgment to ensure that the expenses are for legitimate university business and comply with the appropriate allowability criteria. Employees are responsible for ensuring the appropriate use of funds within the constraints of limited resources.

The Allowable Use of Funds Policy governs the payment of expenditures incurred or approved by employees on behalf of the university. All expenditures funded with State, University at Buffalo Foundation (UBF) and Research Foundation (RF) accounts must be appropriate, reasonable, allowable and allocable; they also must support the education, research and public service missions of the university.

The Allowable Use of Funds Chart, Food and Beverage Expenses, Internal Business Meals section has been revised. Previously, internal business meals provided at workshops, seminars, retreats or strategic planning events were not an allowable State or Research Foundation (RF) Non-Sponsored expense. The revision allows State and RF Non-Sponsored funds to be used for internal business meals provided at professional development or training retreats, seminars, workshops or strategic planning events. Objectives must incorporate the sharing of subject matter expertise, communication of initiatives or other material that is not part of the employee's day-to-day responsibilities.

This policy applies to all university faculty, staff and student employees who make decisions regarding the use of funds for the purchase of food, beverages, gifts, admission or registration fees, and professional memberships.

Questions can be directed to the appropriate office.