401.2 Payment or Expense Reimbursement for University Employees by Affiliated Organizations

Date Adopted: 12/8/2004
Date Revised: 
Date Last Reviewed: 01/16/2024
References: BOR Policy 901.14
Issuing Office: Administration and Finance
Approved By: Vice Chancellor for Administration and Finance

1. Policy

   The University of Montana Western governs the payment or expense reimbursement to or on behalf of UMW employees or departments by “affiliated foundations and organizations.”

2. Purpose

   The purpose of this policy is to establish consistent guidelines for the use of affiliated organizations’ funds and to establish the approval process for requesting direct payment or reimbursement from the affiliated organization.

3. Procedures

   1. “Affiliated Organization” means any organization that has been determined to be a component unit under the criteria established by GASB 39. Affiliated organizations include the UMW Foundation.
   2. Acceptable Uses of Funds: University departments and employees may seek reimbursement from an affiliated organization in accordance with the organization’s approved spending policy and this policy. In general, reasonable expenses for travel, meals, lodging, entertainment/hosting or other reasonable expenses directly related to entertaining donors, prospective donors, prospective employees, or other guests of the University and/or affiliated organization may be reimbursed if directly related to or associated with the active conduct of the affiliated organization or University business. There must be an account in existence at the UMW Foundation from which a reimbursement is requested.
   3. Salaries/Wage Payments to Employees of the University: No direct payment of salaries or wages will be made to faculty, staff, students, and/or other full- or part-time employees of the University. Any salary support for an employee of the University may not be paid unless approved in advance by the appropriate Vice Chancellor and processed through the University payroll office.
   4. Loans to any employee or department will not be allowed.

4. Authority

   BOR Policy 901.14

5. Responsibility

   Vice Chancellor for Administration and Finance, Provost/Vice Chancellor for Academic Affairs and Student Affairs, Director of Development