Designated Operating Accounts
The Designated Operating Accounts are established to provide greater flexibility in achieving the educational mission of Texas Woman’s University. These accounts are budgeted with local funds and are structured as follows: 11.410.xx.xxxx.xxxx.00000000.
The account holders are responsible for prudent use of these funds. Account managers are expected to exercise careful judgment to determine the reasonableness of each expenditure from these funds weighed against the ensuing benefit to the University.
Funds will be allocated to the accounts 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 an account, and to or from other 11.410.xx.xxxx.xxxx.00000000 accounts.
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.
(Note: These guidelines do not apply to fee accounts. Please refer to the TWU Policy Manual regarding Course Fee and Distance Education Fee accounts.)
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|Alcohol||Alcoholic Beverages||Not Permitted|
|Awards||Employee/Student Awards||Not Permitted (see guidelines for Discretionary Gift Accounts)|
|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 Gift Accounts)|
|Copiers||Rentals, purchases, maintenance||Permitted|
|Memberships & Dues||Institutional/Individual||Permitted – See TWU Policy 2.20.|
|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 Accounts)|
|Furniture||Desks, Chairs, Lab, Shelves||Permitted|
|Gifts||Employees/donors/students or any organization||Not Permitted (see guidelines for Discretionary Gift Accounts)|
|Gift Cards||Any type - Visa, Starbucks, Walmart, Etc.||Not Permitted|
|Gratuities||Tips or Gratuities||Permitted|
|Printing||Services||Permitted (See TWU Policy 2.32)|
|Professional Services||Non-employee||Permitted (See TWU Policy 2.26)|
|Promotional Items||t-shirts, cups, flash drives||Permitted|
|Telecommunications||Services, equipment, supplies||Permitted|
|Travel||Employee, Prospective Employee||Permitted (See Travel policy).|