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Gift Expenses

| Gift Requirements | Itemization Guidelines | How to Itemize |

Gift Requirements

The University requires written permission from the Provost for all gifts over $500. If you expense a gift over $500, you must fax in your written permission with your receipts.

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Itemization Guidelines

If your report is sent back to you because a portion of the gift was not approved by the University and:

The gift was out-of-pocket:
You will need to adjust the Amount in USD to the University approved amount. No itemization is necessary.

The gift was purchased with your GEMS card:
You will need to itemize as described in the next section.

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Itemizing a Gift

If you are unable to get written permission from the Provost for a gift over $500 that was purchased with your GEMS card, you will be required to itemize the gift line item. In the expense management system you will need to do the following:

  1. Within the expense report, click Import and then add the gift from your list of GEMS card charges.
  2. In the Expense List on the left, click the gift expense to open the details.
  3. In the expense details on the right, select an Expense Type and fill out all required fields.
  4. Click on the Itemize button.
  5. A New Itemization window appears. Select the appropriate gift Expense Type.
  6. Fill in the details on the Add Itemization for expense page. When you come to the Amount in USD page, fill in the University approved portion of the expense.
  7. Click Save.
  8. The New Itemization window will prompt you for another Expense Type. Select Any personal expenses or Gifts not in compliance with University policy.
  9. Fill in the details on the Add Itemization for expense page. When you come to the Amount in USD page, fill in the remaining portion of the expense (also shown in red at the top of the page).
  10. Check the Non-reimbursable (personal) expense box.
  11. Click Save.
  12. The Amount Remaining should be $0.00.

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