College of Engineering / Engineering Spirit Store / DIRECT CHARGE GUIDELINES
All apparel that is direct charged to University Funds in the Spirit Store must have prior approval from Procurement and Business Service (PBS) and be accompanied by the appropriate documentation. Follow the steps below:
Employee de minimis Apparel : Departments may provide no more than two articles of clothing in a calendar year and the aggregate value of the clothing cannot exceed $100. Employee should seek approval from supervisor prior to purchase.
Student Organization Apparel/Awards :
Non-Apparel Items (Other Promotional Items)
Per AU Policy: “Gifts of memorabilia…to non-AU individuals are allowed if it is determined that these expenditures are in the best interest of the University and promote the purposes of the University (A.G. Opinion 2015-004) …Gifts to employees are generally unallowable as this would be considered taxable compensation and reportable on Form W-2.” (AU Spending Policy P.33). Memorabilia includes token items that must be inscribed or imprinted with words and/or pictures identify the University.
****Note: Gifts purchased for AU Students on state funds are not appropriate.
In the event that a promotional item is to be gifted to a Non-AU Employee, the purchaser must complete the Memorabilia Allowability form prior to purchase. This form is to be included as additional backup in the collection report.
Billing
All direct charges must be accompanied by appropriate allowability form.
Engineering Administration will process direct charges on a monthly basis to provided FOPs.