EG AccountStudent Fee AcctsIDC LocalRestrictedStateLocalAccountAccountsAccountsincludes USF fundsall expenses should be research relatedall othersnongrant209500209994xxxxx21600026999927xxxx2000002 ID: 881246
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1 Note: This document serves as a general
Note: This document serves as a general guideline to assist in voucher preparation. It does not constitute an official audit or compliance document.All disbursements and charges to Texas A&M University-Kingsville sources of funds remain subject to fiscal audit and compliance. E&G Account Student Fee Accts IDC Local Restricted State Local Account Accounts Accounts (includes USF funds) (all expenses should be research related) (all others) (non-grant) (209500-20999)(4xxxxx)(216000-269999)(27xxxx)(200000-215999)(5xxxxx) Object Code (1xxxxx) (310000-319999) (28xxxx) (320000-399999) (6xxxxx) Airfare - business class faren/aAirfare - economy class3011 / 3111yesyesyesyesyesAlcoholic beverages- business meals yes a yes Alcoholic beverages (in travel status)n/aAlumni / industry liaison activitiesn/aAthletic event tickets (official events)yesyesBusiness cards yes yes Employee certification / licensureyesyesyesyesyesEmployee Uniforms: clothingyesyesyesyesyes nol no yes yes Food or alcohol products actually used in a research project; e.g. study on the effects of alcohol in the body. 4050 yes yes yes yes yes Foreign travel (staff & faculty) yes yes yes yes Gifts and awards yes yes yes yes Lobbyingn/aMemberships5211 / 5212 / 5213yesyesyesyesyesMoving expenses (research staff / staff/ grad assistants - new hires) yes yes yes yes Moving Expenses (faculty - new hires) yes yes yes yes Notary fees yes yes yes yes Professional organization membership dues 5211 yes yes yes yes yes Prompt pay interestyesyesyesyes yes i Purchase of table for non-university function e.g. chamber of commerce luncheon 6335 no no no yes yes Texas A&M University-Kingsville Expenditure Guideline Matrix revised: April 2021Page 1 of 2 Note: This document serves as a general guideline to assist in voucher preparation. It does not constitute an official audit or compliance document.All disbursements and charges to Texas A&M University-Kingsville sources of funds remain subject to fiscal audit and compliance. E&G Account Student Fee Accts IDC Local Restricted State Local Account Accounts Accounts (includes USF funds) (all expenses should be research related) (all others) (non-grant) (209500-20999)(4xxxxx)(216000-269999)(27xxxx)(200000-215999)(5xxxxx) Expense Type Object Code (1xxxxx) (310000-319999) (28xxxx) (320000-399999) (6xxxxx) Texas A&M University-Kingsville Expenditure Guideline Matrix Purchase of table for university function or function at which university is honored or directly receiving benefit 6335 no no no yes j yes j Renovation, capital improvementsyesy
2 esyesyesReimbursing students / non-emplo
esyesyesReimbursing students / non-employeesyesyesyesyesRetiree recognition awards yes yes Recruitment of studentsyesyesyesyesRecruitment of faculty and staffyesyesyesyesSalary / wage / fringeyesyesyesyesyesSales tax - state of Texas (hotel)n/aSales tax -state of Texas (business meals on T-Card)Sales tax -state of Texas (meals on T-Card in travel status)3025 / 3125yesyesyesyes Speaking fees 5453 / 5460 yes yes yes yes yes Social club dues (official use only)yesStudent group travelyesyesyesyesSubscriptions and software licenses4025 / 5761yesyesyesyesyesSupplies - general purposeyesyesyesyes yes Supplies - research program specificyesyesyesyesyes Tips - gratuity automatically added on receipt by establishment (Mandatory) in travel status 3025 / 3125 yes g yes g yes g yes g Tips - manually written in on receipt (voluntary) in travel status3025 / 3125 yes yes yes yes Tips - gratuity automatically added on receipt by establishment (mandatory) - business meal 6335 no yes g yes g yes g yes g Tips - manually written in on receipt (voluntary) - business meal 6335 no yes yes yes yes Travel overages3031 / 3131 yes k yes k yes k yes k Visa fees H-1B fraud prevention fee ($500) - requiredyesyesyesyesyes Form I-129 petition for nonimmigrant worker ($185)yesyesyesyesyes Form I-907 premium processing fee ($1,000)yesyesyesyesyes Athletic accounts cannot be used to purchase alcohol or alcoholic beverages regardless of the fund source. Accounts funded with grants cannot be used to purchase alcohol, memberships and certain office supplies. Contact Grants. $100 ceiling on accounts funded with E&G. Contact Payroll if A&M System employee. Contact Payroll taxable event Process all payments through payroll. Pay only the notary fee not the bond. On tips $2.00 or 15% is allowable. Certain reimbursements on Restricted/Grant accounts will not be allowed unless approved by grant sponsor. Foreign travel are not allowed on accounts funded with E&G or certain grants. All foreign travel must be approved by the President's Office 30 days prior to day of travel. Prompt payment not allowed on grant accounts. President's Legacy Ball - only tickets for non-employees my be purchased. Overages only on lodging is allowable if approved by the department. Overage must meet one of the travel exceptons stated by the State of Texas Comptroller. Certain reimbursements on Grant accounts will not be allowed unless approved by grant sponsor. Might be exceptions, contact Finance Department revised: April 2021Page 2 of