THE UNIVERSITY OF NORTH CAROLINA
AT
CHAPEL HILL
   

Associate Vice Chancellor			CB# 1000, 304 South Building
for Finance			The University of North Carolina at Chapel Hill
			Chapel Hill, NC27599-1000

    January 21, 2003

 

To:	Deans, Directors and Department Heads
From:	Roger D. Patterson
	Associate Vice Chancellor for Finance
Re:	Revised Guidelines for Overhead Receipts Funds and Selected Expense Guidelines by Fund Group

Overhead Receipts Funds (also referred to as Facilities and Administrative funds) are a special type of Institutional Trust Fund.The guidelines for their use are being revised effective July 1, 2002, to disallow the payment of business entertainment expenses from this source of funds.Following are the new guidelines regarding the appropriate uses of Overhead Receipts, again with the first category “Business Entertainment” representing the only change from the previous policy.The expense categories noted are areas where questions generally arise.

 

Expense Category	Fund Authority Guidelines
Business Entertainment	Business entertainment should not be paid from Overhead Receipts.
Employee Awards	Employee awards, including gift certificates, should not be paid from Overhead Receipts.
Instructional Costs	Faculty salaries and other costs of instruction should not be paid from Overhead Receipts.
Membership Dues	Membership dues are allowed based on departmental policy.
Moving Expenses	Moving expenses paid to or on behalf of faculty or research staff are allowable.
Office Appliances	Expenses for office appliances are allowed if the need is sufficiently documented.
Professional License and Certificate Fees	Expenses for professional license and certificate fees are allowed.
Scholarships and Fellowships	Scholarships and fellowships are allowable.A separate account should be established to provide segregation of financial aid funds.
Training Grants	Training grants should not be paid from Overhead Receipts.

       

Attached for your convenience are a revised “Business Entertainment Expense Policy” and “Quick Reference Grid”.Additional information on how the campus will implement this change will be communicated through your Vice Chancellor’s or Dean’s Business Office.Should you have questions regarding the attached information, please contact Pat Tayloe at 843-5098 or pat_tayloe@unc.edu.Please remember to share these changes with your departmental business manager.