Designated Operating Strings
The Designated Operating Accounts are established to provide greater flexibility in achieving the educational mission of Texas Woman’s University. These strings are budgeted with local funds and are structured as follows: 111.44100.xxxxx.xxxxx.xxx.0000000000.
Responsibility
The department approver is responsible for prudent use of these funds. Department approvers are expected to exercise careful judgment to determine the reasonableness of each expenditure from these funds weighed against the ensuing benefit to the University.
Funding Allocations
Funds will be allocated to the strings on an annual basis as determined through the University’s budgeting process. Excess funds at year end will not be carried forward. Only encumbrances appropriately reserved by designated deadlines will move forward to the new fiscal year. If the account is in deficit at year end, the new year budget will be decreased to cover the prior year deficit.
Transfer of Funds
Funds may be transferred within a string, and to or from other 111.44100.xxxxx.xxxxx.xxx.0000000000 strings.
Expenditures
Expenditures from Designated Operating Accounts must be documented and processed in accordance with TWU’s Procurement policies. All pertinent records related to the receipt and disbursement of these funds shall be maintained in accordance with University regulations.
The guidelines for spending authority are provided in the table below.
swipe to see the full table⇨
| Category | Transaction Type | Guidelines |
|---|---|---|
| Alcohol | Alcoholic Beverages | Not Permitted |
| Advertising | Media, periodicals | Permitted |
| Awards | Employee/Student Awards | Not Permitted (see guidelines for Discretionary Gift Strings) |
| Building | Maintenance, repairs | Permitted |
| Cards | Holiday/Greeting Cards | Permitted |
| Computer Equipment | Hardware, supplies, software, maintenance | Permitted |
| Contracted Services | Guest Lecturers, Speakers, Temporary Agencies | Permitted |
| Contributions | Donations, purchase of tables | Not Permitted (see guidelines for Discretionary Strings) |
| Copiers | Rentals, purchases, maintenance | Permitted |
| Memberships & Dues | Institutional/Individual | Permitted (see URP 04.330) |
| Equipment | Expensed & Capitalized | Permitted |
| Fees | Registration, Inspection, Usage, Conference, Licensing, Notary | Permitted |
| Food & Refreshments |
|
Permitted (see Food Purchase Justification Form) |
| Flowers | Congratulatory or Condolences | Not Permitted (see guidelines for Discretionary Gift Strings) |
| Furniture | Desks, Chairs, Lab, Shelves | Permitted |
| Gifts | Employees/donors/students or any organization | Not Permitted (see guidelines for Discretionary Gift Strings) |
| Gift Cards | Any type - Visa, Starbucks, Walmart, Etc. | Not Permitted |
| Gratuities | Tips or Gratuities | Permitted |
| Printing | Services | Permitted (see URP 01.410) |
| Professional Services | Non-employee | Permitted (see Special Procurements) |
| Promotional Items | t-shirts, cups, flash drives | Permitted |
| Supplies | Office, Janitorial | Permitted |
| Telecommunications | Services, equipment, supplies | Permitted |
| Training/Registration Fees | Employees | Permitted |
| Travel | Employee, Prospective Employee | Permitted (see University Travel) |
| Tuition | Employees | Not Permitted |
| Uniforms | TWU Staff | Permitted |
Page last updated 4:37 PM, January 3, 2024