Using IU or IU Foundation FundsIU and IUF working together for compliance and liability concerns

IU Financial Policy I-330

IU Financial Policy•Travel Using IU Funds For University

Business Related Activities (Employees Only):▫Travel expenses Must be transacted through IU

Travel Management Office: Reason: Liability and Risk Management,

compliance with state guideline.▫Traveling on behalf of the university, examples:

conferences (national and international professional /discipline or research), business meetings, travel to sabbatical leave. While on sabbatical, if employee needs to return to campus for university business travel will be covered.

IU Financial Policy •IU Foundation funds can be used to fund

travel but travel expenses must be transacted through IU Travel Management office and request made to IUF to deposit funds into the appropriate IU account.

• IU or IUF may not be used for personal benefit, First Class air travel, bedroom on train, personal travel (vacation).

•Fundraising Events IUF will reimburse employee for travel expenses.

IU Financial Policy

•IU or IU Foundation funds cannot be used for travel expenses for employees on LWOP. IU or IU Foundation funds cannot be used while on sabbatical for commuting purposes to and from sabbatical residence.

Student Travel

•Student Travel: ▫Student that travel on behalf of the

University expenses must be transacted through IU Travel Management. Exception: Student travel that benefits the

growth of the education of the student should be transacted through SIS.

Faculty on Sabbatical

•Faculty on Sabbatical:▫Or LWOP wishing to use their faculty

resource funds (22 accts) must be addressed with the Campus Budget Office case by case.

Purchases of Equipment andSupplies•Purchases of Equipment and supplies using

IU or IUF Funds:▫All purchases using IU Funds become the

property of IU – this makes no difference of the type of funds (i.e., faculty research funds).

Reason: Bidding liabilities, risk management, inventory for capital asset management.

▫IU Foundation funds may be used to purchase equipment, purchase transactions must be made through IU Purchasing, IUF funds then will be requested for deposit into the appropriate account which made the purchase.

Purchases for Personal Use•Purchases for personal use is not allowed

using IU or IU Foundation funds: (example: Bookcases, furniture, equipment for

residences, such lawn mowers, etc.)▫Leather binder with initials, post-it with

initials, monogram stationary, pencils/pens. ▫IU or IU Foundation funds will not be used to

pay for personal leases , mortgages on current residence or second homes. IU or IU Foundation will not be used to cover residence expenses while on sabbatical or LWOP.

Purchases for Personal Use•Faculty research funds may be used for

supplies while on sabbatical or LWOP but not for personal use.

•Faculty research funds are university funds!•Emeriti Faculty, may retain faculty research

balances for purchase of books, subscriptions to pertinent journals, printing expenses, allowable hospitality). Procurement cards and mobile devices are not provided.

Guggenheim Fellowships

•Guggenheim Fellowships: For example, must be discussed with the

Campus Budget Office case by case.

Non-Employees

•Non-Employees: ▫Use appropriate document for non-employee

and follow same as employee travel. IU will only pay for the individual providing a service to IU or as a candidate. If new hire only that new hire is subject to reimbursement.

▫Moving Expenses: Following policies --- IU Funds up to $10,000 or use IU Foundation to cover balance as deemed by unit or campus, anything over $10,000 use campus 23-200-53 and reimburse that account with IU Foundation funds.

Hospitality

•Hospitality▫IU Funds may be used when event is

allowed using Hospitality Policy #I-50. IU Foundation funds may be used to pay direct for expenses not allowed by IU policy. Use IU Foundation funds for gifts to visitors or as a guest in foreign country. IU Foundation are to be used for personal items.

Parking

•Parking: ▫IU or IU Foundation funds should not be

used to pay for personal parking permits at IU.

Compensation

•Compensation: ▫IU Foundation funds should not be used to

pay employees or non-employees direct. Please use IU payroll and Tax systems.