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General

• All vendor invoices must be sent directly to the Accounts Payable Department either by email to invoices@smu.edu or by mail to PO Box 750162. Invoices should only be sent to the department that initiated the purchase during the approval process.
• University resources must be used responsibly, for the intended purpose, and never for personal gain. Code of Ethics, Policy# 1.2
• In order for a contract or agreement to be considered fully executed, it must be signed by a University official with the appropriate level of board-approved signature authority. Contracts and Commitments, Policy# 1.7
• SMU assumes Net30 terms for all invoices and payment requests unless otherwise indicated and where the terms are considered reasonable.

Disallowed and Restricted Purchases

• The University’s Travel and Entertainment policy applies to all University employees, students, and any others who incur expenses while engaged in university business travel or entertainment. The policy should be referenced for most disallowed and restricted purchases below.
• Alcohol purchases for business travel are not eligible for reimbursement unless there is a documented University business or entertainment purpose. For other policies pertaining to the purchase of alcohol – see policies 1.15, 1.16.
• All University travel requires pre-approval through the University’s Online Travel and Expense System by the University individual with budgetary authority over the funds being used, or by his/her designee. Exception: local travel not including an overnight stay.
• Students and employees planning to travel internationally for any University-sponsored purpose must also comply with the travel requirements set forth on the University’s Office of Risk Management website.
• Travel expenses will not be reimbursed until after the trip has occurred.
• Only the lowest available coach fare will be reimbursed for flights.
• Rental cars must be booked through one of the University’s preferred providers. The most practical and economical option must be chosen.
• Meals purchased on travel which does not require an overnight stay will not be reimbursed unless the time away (from both home and office) is longer than twelve (12) hours.
• Spousal travel will not be reimbursed unless approved by the President or President’s designee. See SMU Tax Policy 3.5.
• Meals and alcohol are not allowable expenses where University employees are the only attendees. However, each department or division may hold one faculty and staff recognition or award event per year and/or one holiday celebration per year.
• Use of University funds to pay for decorations, floral arrangements, and greeting cards for holiday occasions, sympathy, and celebration of birthdays, births, graduation, and other accomplishments is not permitted.
• Snacks and other food and beverage service or supplies purchased solely for office use will not be paid for, or reimbursed from, University funds.
• Bottled or canned beverages must only be purchased from the University’s exclusive beverage sponsor; other beverage companies’ products may not be paid for, or reimbursed from, University funds.

Purchases/Expenses With Additional Requirements

• Awards and/or recognition gifts must be reviewed by the Tax Compliance Office prior to making the award to ensure appropriate tax reporting. See also SMU Tax Policies on cash awards.
• Gifts to another nonprofit entity may only be made for a bona fide business reason and must be approved in advance by the President.
• Payment will not be made to an individual or sole proprietor for services without an approved Independent Contractor Determination.
• A purchase order is required for any purchase greater than or equal to $5000.
• A purchase order is required for all bus and ground transportation trips, regardless of amount.
• Hardware/software should be purchased through SMU’s buyer for Office of Information Technologies in order to utilize items already in inventory and maintain standards in equipment.
• SMU has established preferred providers in many commodities. Where a commodity has an established preferred provider, that provider should be used. When a different provider is used, an explanation must be provided and reviewed by Purchasing.
• SMU has established several exclusive providers. Exclusive Providers are mandatory sources for all SMU campus in compliance with University policy 4.8.