Special Expenses and Presidential Expense Allowances

The College may establish an expense account, with system established annual expenditure limit of $5,000.00 for the President to be used for expenses related to the performance of duties and responsibilities for which no other reimbursement is provided. Minnesota State system procedures on allowable expenditures from the account shall apply. Each expenditure made from this account shall be accounted for, subject to review by the Office of the Chancellor and to periodic post-audit

Rev. 3.00

Definition

Special expenses are expenses incurred in connection with official functions of the Minnesota State Colleges and Universities or assigned duties of system employees which are not reimbursable through the regular expense regulations.

Authorization/Approval of Special Expenses

The chancellor delegates the authority to approve/disapprove special expense requests for employees of the state colleges and universities to the presidents. A president may delegate his/her authority to approve/disapprove special expense requests to a college employee(s).

Except in emergency situations, approval is required before any special expense is incurred and before commitments involving special expenses are made.

Employees must obtain approval of special expenses before incurring such expenses or the payment may be denied. Requests received after the event or too late to provide a proper review must include an explanation of why the request was not provided in a timely manner. Payments to reimburse or advance special expenses may be made only if the approved request to incur special expenses is attached to either the Employee Expense/Reimbursement Report or the Purchasing Card Individual Transaction Log.

Special Expense Coverage

Special expense coverage information is provided in Board Procedure 5.20.