Special Expense

Request Forms

Special Expense - Hospitality Request Form (PDF)

Special Expense - Campus Funded Event - Payment Request (PDF)

Campus Funded Events

This category includes Candidate Recruitment Expenses, FYS Socials, Popcorn Fund and any other event that is being funded by the campus

  • Requestor will request approval for the event during budget construction via the form included in the budget package.
  • The Budget Committee will rule on the events and approval letters will be sent to the requestors.
  • Two weeks prior to the event the requestor will complete the Special Expense - Campus Funded Event - Payment Request form and send it to Stephanie Seewer in Accounting Services, ext 2950, sseewer@ius.edu.
  • Accounting Services will log the event, get the appropriate approval signature, and file the request form.  If more information is needed, the requestor will be contacted.
  • After the event, the requestor will send copies of receipts to Stephanie Seewer in Accounting Services for any personal reimbursements or procurement card charges.
  • Payment
    • If the event was a personal reimbursement, Accounting Services will process a DV payment to the employee
    • If the event was charged on the departmental procurement card the requestor will contact Stephanie Seewer, ext 2950, sseewer@ius.edu , before approving the PCDO document in KFS.  Accounting Services will supply the correct account information to be entered into the document before it is routed.
    • If the event was catered through conference and catering, Accounting Services will send the form and account information to Conference and Catering who will process an Internal Billing. Please make sure to let Julie Ingram know at the time of reservation, that the event is a campus funded special expense event.

Departmentally Funded Events

  • Requestor will request approval to host the event during budget construction via the request form included in the budget package.
  • The Budget Committee will rule on the events and approval letters will be sent to the requestors.
  • After the event, the department's administrative employee will process payment from the department's account using object code 4025.
    • If the event was a personal reimbursement, the department will process a DV payment to the employee using payment reason “Reimbursement for Out of Pocket Expense” & object code 4025  (Please also document in the “check stub” section of the document, the name and date of the event, and also the name of the event in the document “description” field).
    • If the event was charged on the departmental procurement card, the requestor will process the PCDO document using object code 4025 and making sure to put the name of the event in the document “description” field
    • If the event was catered through conference and catering, the department will process an Internal Billing using object code 4025.  Please make sure to let Julie Ingram know at the time of reservation, that the event is a department funded special expense event.

Midyear New Event Requests

  • Requestor will fill out the Special Expense Event Request Form for the appropriate fiscal year and send to Stephanie Seewer in Accounting Services at least 2 weeks prior to the event.  (This is the form that was included in the budget construction package for the year).
  • If under $400, Melissa Hill will decide approval.
  • If over $400, the request will be presented to VC Dana Wavle for approval.
  • Once approval is granted, the request will go through the normal procedure outlined above based on whether it is campus or departmentally funded.

Reporting & Control

Accounting Services will perform a quarterly audit of object code 4025 to track all special expense events and assure that the total hospitality expenses for the campus are not exceeding the campus ceiling, as well as looking for any unapproved hospitality transactions. If there are any discrepancies, the requestor/initiator will be notified to make appropriate corrections.

Hospitality Requests

See the IU Hospitality Special Expense Policy