Representational or entertainment purchases (Banner account code 8115) are University funds used to provide refreshments, meals, snacks, beverages, or entertainment in support of an event or occasion. Only the President of the University can authorize the establishment of representational accounts. The chancellor or other individuals granted representational accounts may not make expenditures beyond their allowance. Chancellors may submit annually their requests to the president in this regard. Then the president sets the amount of any representation allowance account, that account may not be exceeded without prior approval of the University president.
Expenditures against representational allowances must be approved by the individual to whom the allowance is awarded and who has authority to spend from the account. Claims for reimbursement must have receipts attached, a description of the event and a reason for its occurrence, the date, the number of people involved, and the account to be charged.
Chancellors, or others who may be authorized by the University president to have a representational allowance account may established controls and procedures with respect to prior and post approval of expenditures against such accounts, for example, purchase alcoholic beverages requires the specific approval or delegated approval of the Chancellor.