Categories
Hosted Business Meals
Provided when hosting external beneficiaries at events related to Brockport’s mission of education, research, and public service. The ratio of Brockport to non-Brockport attendees must be appropriate to the circumstances of the event.
The cost of meals is not limited to the per diem rate, but must be appropriate and reasonable. Reimbursement will be the actual receipted meal.
| Details | State Funds |
|---|---|
| Hospitality when hosting visiting dignitaries and speakers, performing artists, and community leaders | Yes |
| Alumni events | No |
| Donor events where the primary purpose is to cultivate and steward existing or prospective donors | No |
| Events that support industry engagement and economic development and foster partnerships in support of the mission of the university * The primary purpose of the event will drive the decision if state funds can be used. | Yes |
| Alcohol | No |
| Events to enhance relationships with the community surrounding our university which we seek to draw resources from, or foster mutual understanding, trust, and support | No |
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Professional staff positions: Hiring committees may take candidates out for one meal; however, a maximum of four SUNY Brockport employees in addition to the candidate may attend. Full-time faculty positions: Hiring committees may take candidates out for one meal; however, a maximum of four SUNY Brockport employees in addition to the candidate may attend. Tax Exempt Certificates should be used. SUNY Brockport employees should not pay, nor receive reimbursement for NYS Sales Tax. Meals must adhere to the current Monroe County per diem rates *Exceptions may be made on recruitment rules with VP Approval. |
Yes |
Student Related Events Involving Food
Provided with the primary beneficiary being current or prospective students. The occasion must contribute to the academic mission of the university. The ratio of student to faculty or staff in attendance must be appropriate to the circumstances. At least one faculty or staff must be in attendance.
The cost of meals is not limited to the per diem rate, but must be appropriate and reasonable. Reimbursement will be the actual receipted meal.
| Details | State Funds |
|---|---|
| Events to support student curriculum or promote student retention, or student life activities. Expenditures must support the purpose of the program. | Yes |
| Department Graduation/ Commencement Ceremony | No |
| University Commencement Ceremony | Yes |
Internal Business Meals
Food and beverage provided to internal beneficiaries with the primary purpose of the event to involve substantive business discussion or to build employee morale. All food expenses for faculty and staff are limited to the applicable GSA per diem rate and should be infrequent. The per diem rate maximum includes food and gratuity.
| Details | State Funds |
|---|---|
|
Professional development, training retreats, seminars, workshops, or strategic planning. The event must be infrequent (i.e., lengthy interval of time between occurrences) and non-routine. Event objectives must incorporate sharing subject matter expertise or communicate initiatives or other material that is not part of the employee’s day-to-day responsibilities. The agenda time must not otherwise offer the opportunity for an independent meal. List of employees and agenda are required |
Yes |
| Staff appreciation, recognition, professional achievement, faculty and staff receptions, or employee relations events to build morale. | No |
| Occasional food and beverage for university staff, when they are engaged in business meetings during normal business hours. | No |
| Employee celebrations including but are not limited to professional achievement, holiday parties, new employee welcome, retirement recognition, etc. | No |
| Personal celebrations (e.g., birthday, wedding, administrative professional’s day) | No |
Gratuity & Delivery Charges When Related to Allowable Food & Beverage Purchases
| Details | State Funds |
|---|---|
| Gratuity is limited to 20% of the pre-tax total bill. If per diem is applicable (i.e., internal business meals), the gratuity and delivery must be covered by the per diem maximum. | Yes |
| Purpose | Details | State Funds |
|---|---|---|
| Gift cards (including campus cash cards) and prepaid debit cards (e.g., U. S. Bank Prepaid Debit Card) used as consideration or incentive for participating in research studies, surveys, volunteering, or services provided to the university. | Consideration to human subjects for participating in studies or research surveys that support the mission of the university. | No |
| Purpose | Details | State Funds |
|---|---|---|
| University-branded items worn by faculty, staff, or student employees to easily identify individuals as a representative of the university during University-wide events (not events hosted/sponsored by a department). Must have a defined business purpose. Cannot be designated as a gift. |
Clothing or uniforms must be related to a specific university-wide event or university position where it is beneficial for the individual to be easily identified as serving on behalf of the university. Limited to one piece of clothing, per person, per university-wide event. (Not applicable to departmentally held events) *Marketing Team must approve of design before purchase can be completed |
Yes |
| Commencement cap and gown rental, purchase, or cleaning costs | Provided to individuals asked to participate in a commencement ceremony on behalf of the university. This does not include personal or customized regalia | No |
| Purpose | Details | State Funds |
|---|---|---|
| Admission to non-university charitable events which have a clear mission, outreach, or business-related purpose | The event must benefit a 501c3 (evidence required); the primary purpose must be to raise money for a cause, charity, or non-profit organization. Brockport does not condone supporting specific religious or political organizations. | No |
| Registration or admission to business events | Must have a clear mission, outreach, or business-related purpose. Excludes recreational or social events (e.g., golf, happy hour, boat cruise) | Yes |
| Registration or admission to recreational events |
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| Tickets to sporting, theater, music and student events or activities |
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| Purpose | Details | State Funds |
|---|---|---|
| Décor for display at a specific university-wide event with a well-defined business purpose | Flowers, centerpieces, or other decorative items for display at university-wide events (e.g., commencement) that support the mission of the university | Yes |
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Purchasing decor, framing, or printed items to be displayed in public areas or areas frequented by students or recruits *Use Brockport Print Shop on Campus |
Items must support the university brand and provide motivation, inspiration, or learning opportunities to those visiting the area. | Yes |
| Purchasing decor, framing, clocks, lamps or printed items to be displayed in personal offices | Décor includes but is not limited to aquariums, flowers, pictures, plants, holiday decorations, etc. | No |
Awards for Employees, Students & Non-Employees
| Details | State Funds |
|---|---|
|
Employee Awards/ Incentives ex. Retirement Gift, Years of Service Awards, Employee Appreciation |
No |
| Student Awards - when purchased through the Print Shop on Campus | Yes |
| Non-Employee | No |
| Purpose | Details | State Funds |
|---|---|---|
| Cards given to employees, students and non-employees | Holiday/Sympathy/Congratulations/Invitations | No |
Applicants Coming to Campus for NYS Positions
| Details | State Funds |
|---|---|
| Travel Expenses ex. Flights & Mileage | Yes |
| Rental Vehicle | Yes |
| Gifts, swag, or welcome baskets etc. | No |
| Lodging Expenses | Yes |
Travel Expenses & Gifts for Non-SUNY Employees
(Visiting Dignitaries, Speakers & Performing Artists)
| Details | State Funds |
|---|---|
|
Misc. Travel Expenses: *Only when written into contract and approved by PPS |
Yes* |
| Professional Car Service | No |
|
Rental Vehicle/Mileage: *Only when written into contract and approved by PPS |
Yes* |
| Gifts, swag, or welcome baskets etc. | No |
|
Lodging Expenses: *Only when written into contract and approved by PPS and cannot exceed current NYS per diem rates |
Yes* |
Dues/Memberships must pertain to the employee’s specific position, must have a program purpose, must support the University, and is for the purpose of continuing education or networking.
| Details | State Funds |
|---|---|
| Institutional Dues - must be in the name of the University | Yes |
|
Individual Membership Civic or Service Club *(unless justified and approved by the VP) |
No* |
| Individual Membership Professional Licenses - if required of the position or benefits the University (certificate of completion required) | Yes |
| Details | State Funds |
|---|---|
| Classroom Purposes - for academic use only. Not for décor | Yes |
| Congratulatory | No |
| Funeral/Illness of Employee | No |
| Funeral/Illness of Donor or Friend | No |
| Administrative Professionals Day | No |
Items Purchased with NYS Funding
| Details | State Funds |
|---|---|
| Employee/Student Appreciation | No |
| Employee/Student Memorial | No |
| Employee Retirement | No |
| Employee/Student Special Occasion | No |
| Employee Sporting Event Tickets | No |
| Friends/Donors Appreciation | No |
| Friends/Donors Memorial | No |
| Friends/Donors Special Occasions | No |
| Candidates (NYS Positions and/or Guests) | No |
| Friends/Donors Sporting Event Tickets | No |
Payments to non-State employees for one-time or limited services
| Details | State Funds |
|---|---|
|
Employee from NYS Agency Need to work with HR for extra services form |
No |
|
Speakers/Consultants/Performers Justification Needed - Must work with PPS to confirm details |
Yes |
| Purpose | Details | State Funds |
|---|---|---|
| Personal Car Mileage | Mileage Reimbursement - Must choose the most economical form of travel. IRS Regulations do not permit reimbursement of commuting mileage | Yes |
| Details | State Funds |
|---|---|
|
Office Supplies: Yes - Examples include pens, paperclips, folders, staplers, labels, etc. No - Examples include tissues, cleaning supplies (call Facilities), wall clocks, coffee, any food items, etc. |
Yes/No |
| Breakroom Supplies: Paper plates, cups, coffee, party supplies, silverware, food etc. | No |
| Appliances - Common Area - through CSEA contract only | Restrictions |
| Appliances - Individual Offices | No |
| Holiday Decoration | No |
| Purpose | Details | State Funds |
|---|---|---|
| Parking Permits/Tickets | Employee Parking Permits, Towing, Traffic Violations | No |
Complimentary refreshments (does not include refreshments for special events)
| Details | State Funds |
|---|---|
| Provided for the public: Yes, but ONLY if mission specific and prior approval from PPS. Includes bottled water, coffee, soda, etc. | Restrictions |
| Provided for Employees Only | No |
| Purpose | Details | State Funds |
|---|---|---|
| Moving expenses for new eligible employees per University policy | Moving | Yes |
Events to support student curriculum or promote student morale, retention, recognition, or student life activities. Expenditures must support the purpose of the program.
| Details | State Funds |
|---|---|
| Events to support student curriculum or promote student retention, or student life activities. | Yes |
| Student Travel - Policy in Progress | Restrictions |
| Details | State Funds |
|---|---|
| Community Related Programs - If University Sponsored - example: Hosting Corporate Challenge, Special Olympics | Yes |
| Continuing Education Courses - As dictated by your Union | Restrictions |