Discretionary Expenditures Control Policy

Reason for Policy

The purpose of this policy is to enhance financial stewardship, reduce unnecessary costs, and build resilience against adverse financial impacts, such as those arising from shifts in revenue and other unexpected budgetary pressures.

Who is Governed by this Policy

All academic and administrative staff with authority to approve expenditures on behalf of their departmental budgets.

Policy

Pursuant to this Policy, effective June 12, 2025, approval to expend funds charged to Fund 1 accounts deemed to be Discretionary Funds is restricted to those items absolutely required to conduct the day-to-day operations of the University.

The following purchases are excluded from this policy:

• Restricted funds governed by grant regulations
• Faculty Travel, which is governed by their Collective Bargaining Agreement
• Travel for the purpose of Admissions, Advancement, and Athletics

Definitions

Discretionary Funds: For the purposes of this Policy, the expenditures with object codes deemed to be discretionary in nature and subject to this Policy are listed in Attachment A to this Policy.

Procedures

Approval to spend Discretionary Funds subject to this policy (including hiring of student employees, authorization of overtime, etc.) must be obtained in writing from the appropriate individual(s) as outlined below. Email communications are acceptable forms of written communications required by this Policy.

• Before a contract is prepared for any goods or services that would be deemed discretionary, based on the listing in Attachment A, prior approval must be secured. The confirmation of approval should be uploaded with the contract when the Contract Input Form is completed and noted in the description on the Contract Input Form.
• A request to spend Discretionary Funds shall be submitted in writing accompanied by a justification (including the value to be derived from such expenditure) which is to be included in the Business Justification section of the requisition in iBuy. For any Retrofit orders, approvals must be confirmed in writing before the Retrofit order is placed.
• Procurement, IT Procurement and Contract Management will continue to review all purchase and contract requests.
• All purchase order requisitions, Staples orders, Amazon orders and PO requisitions entered in iBuy at the department level or submitted manually for credit card payment and ordering, will be reviewed in accordance with the terms of this policy.
• Goods and services should not be ordered or received prior to receiving authorization to purchase.
• Check Requisitions, Travel Expense Reports and other payment requests should not be submitted to the Accounts Payable department for processing until the appropriate approval is attached in writing.
• If the items requested are not deemed necessary according to the terms of this policy, the requisition will be declined.
• The standard University process for purchasing goods and services for reimbursements will be used for these matters.

All Purchases, Non Full-Time Salary Expenses, and Contracts submitted for review utilizing discretionary funds from a Fund 1 account, must include the following approval levels:

Academic Departments

Non-Academic Departments

Forms

• Check Requisition (PDF)
• IT Purchasing Request Form
• Contract Input Form

Related Information

• Attachment A – Discretionary Funds Defined
• Purchasing Procedures

The University’s financial and administrative procedures can be found in the Finance Administrative Reference Guide (FARG).

Document History

• Last Reviewed Date: June 12, 2025
• Last Revised Date: June 12, 2025
• Policy Origination Date: April 16, 2020

Who Approved This Policy

Policy Owner