Program Fee Strings
The Program Fee strings are established to provide instructional programs to students, whether the courses involved are face-to-face, hybrid or online formats. These strings are budgeted with local funds and are structured as follows: 111.44250.xxxxx.xxxxx.400.0000000000.
Responsibility
The department purchasing 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
Program Fee funds will be allocated to the strings monthly based on credit hour production of the individual academic program and course level. Program Fee fund balances (positive or negative) may be carried forward from one fiscal year to another; however, it is generally expected that the remaining fund balance should be no more than 10% of the current fiscal year revenues. The base budgets of departments with program fee balances in excess of 20% of annual revenue will be reviewed annually to determine whether any base budget adjustments are appropriate.
Transfer of Funds
Funds may be transferred between parent accounts within the same Program Fee string.
Expenditures
Expenditures from Program Fee strings 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.
Effective May 1, 2026, the guidelines for spending authority are provided in the table below.
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| Category | Transaction Type | Guidelines |
|---|---|---|
| Accreditation | Expenses related to disciplinary accreditations, such as site-visits, self-studies, travel, etc. | Permitted |
| Advertising | Not permitted | |
| 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 | Not Permitted |
| Consumables |
Materials used by students in the classroom or participation in a program, including but not limited to:
|
Permitted |
| Contracted Services |
Service and licensing contracts to support instructional programmatic purposes, including but not limited to:
|
Permitted |
| Contributions | Donations, purchase of tables | Not Permitted (see guidelines for Discretionary Strings) |
| Memberships & Dues | Institutional/Individual | Permitted (see URP 04.330) |
| Equipment/Technology |
Items that relate directly to student participation in a program, including but not limited to:
|
Permitted |
| Flowers | Not Permitted (see guidelines for Discretionary Gift Strings) | |
| Furniture | Not 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 for food at program-related events involving students only | Permitted |
| Meals/Food |
Food at program-related events involving students only. Business meals not permitted. |
Permitted |
| Memberships & Dues | Institutional/Individual | Permitted (see URP 01.410) |
| Professional Services | Non-employee | Permitted (see Special Procurements) |
| Promotional Items | Not Permitted | |
| Reference Materials |
Materials used solely by the faculty for the preparation of instruction. |
Not Permitted |
| Salaries/Wages |
Staff only, such as tutors, assistants for the preparation or distribution of classroom materials, graders, lab assistants, graduate assistants, and models. It is recommended that individuals be hired on a semester basis and be less than 0.5 FTE. Salaries for instructors of record are not permitted. |
Permitted |
| Student Activities | Direct expenses for Orientations, Receptions, Graduation | Not Permitted |
| Student Insurance | Not Permitted | |
| Training/Registration Fees | Students only | Permitted |
| Travel |
Expenses for the following purposes only:
|
Permitted (see University Travel) |
| Tuition | Employees tuition assistance program and student scholarships | Not Permitted |
| Uniforms | Not Permitted |
Page last updated 11:03 AM, April 27, 2026