Financial Services Manual (FIN)

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Effective: 9/25/1985

Revised: 11/1/2013

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FIN 111: Charges to State Operating Agency/Orgs

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Purpose

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To describe allowable charges to state operating agency/orgs

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Source

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University policy

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Policy

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State operating agency/orgs for ASU at the Tempe, West, Downtown Phoenix, and Polytechnic campuses are for current university operations. Principal allowable charges to these agency/orgs are:

  1. personal services
  2. employee-related expenses
  3. operating expenses (e.g., supplies, maintenance, rents)
  4. travel
  5. equipment purchases, including both movable and fixed equipment

    and

  6. small remodeling projects, not to exceed $50,000.

Acquisitions that may not be charged to state operating agency/orgs are:

  1. land, building, and improvement costs, which are to be funded from state capital outlay or local funds
  2. awards, both student and faculty/staff awards, where payment is being made for recognition and not for services rendered; use of state agency/orgs for the payment of scholarships is expressly prohibited
    Note: Payment for nonmonetary awards without intrinsic value, e.g., certificates of appreciation, is acceptable. Payments for services rendered are paid through payroll.
  3. meals, except those for ASU staff, guest lecturers, and other independent contractors while in travel status
  4. holiday celebration expenditures
  5. works of art
  6. interviewee expenses with the exception of specific agency/orgs approved by the Office of the Provost of the University
  7. employee moving expenses
  8. flowers
  9. graduation caps and gowns

    and

  10. other charges, upon a judgment by the vice president for finance and deputy treasurer that such charges are not appropriate to state funding, with the concurrence of the responsible provost/vice provost/vice president.

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Cross-References

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For information that may affect holiday celebration expenditures, see FIN 401–02, “Provost/Vice Provost/Vice President Approvals.”

For further information about interviewee expenses see FIN 421–02, “Interviewees.”

For further information about prohibited transactions see FIN 401–03, “Prohibited Transactions.”

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