2-71 Definitions of Terms Used in Travel and Entertainment Policies

Revision Date: 07/31/2009

Origination Date: 01/31/2002

  1. Actual Expense

    ACTUAL EXPENSE refers to expenses that are reasonable and appropriate to the circumstance. Personal expenses are not included.

  2. Personal Expenses

    PERSONAL EXPENSES are expenses that benefit the employee or spender only and do not benefit the University either directly or indirectly. Also includes inappropriate or excessive expenses that appear to be University related.

  3. State Funds

    STATE FUNDS refers to accounts that are funded by State general revenue. Most State Fund accounts begin with "14" and are referred to as "14 accounts". State Fund accounts also appear in other numbered account series.

  4. Local Funds

    LOCAL FUNDS refers to all accounts that are not State Funds accounts. Please check with the head of your department or the account administrator for specific travel or entertainment restrictions which may be placed on individual accounts within the Local Funds accounts.

  5. Authorized Signers

    AUTHORIZED SIGNERS means employees authorized to approve expenditures in the DEFINE accounting system.

  6. Receipts

    RECEIPTS are written verifications of transactions usually generated by the seller.

  7. CBA

    CBA refers to Corporate Business Account. An account that allows University employees to travel and the invoice is billed directly to the University rather than to an employee’s credit card.

  8. Appropriated Funds

    APPROPRIATED FUNDS are accounts funded by State general revenue, such as the "14 accounts" and some others (same as State Funds, see above).