Frequently Asked Questions

 

  • Please send an email to ksursf@kennesaw.edu with a brief summary of the purpose of the account. We will contact you for further details.

  • In general, KSURSF follows the expense and reimbursement policies of Kennesaw State University, with the exception that KSURSF may allow the use of its funds to pay costs associated with advancing its mission as stated in the Articles of Incorporation, even where KSU’s policies would prohibit such payment. When there is a valid business reason, consistent with KSURSF’s mission, to pay expenses that would not be allowed by KSU’s policy, such payments are authorized as stipulated below.

    In no event, however, may KSURSF funds be used to pay or provide reimbursement for personal expenses of KSU employees or members of KSURSF’s Board of Directors. In addition, travel arrangements must be booked and expenses reported through Concur; no travel costs may be paid by KSURSF.

    Employee Meals

    KSURSF funds may be used for payment to vendors or individuals for expenses related to meals incurred while conducting official University business. All such expenditures paid from KSURSF must be in accordance with the governing fund agreement (grant, contract or program intent) for that project account. The following information must be documented:

    • Which KSURSF account is to be used?
    • Where and when did the event occur?
    • What was the business-related purpose of the event?
    • How did the event benefit the University?
    • Who was in attendance and what is their relationship to KSU? (student, faculty/staff, board member, trustee, corporate partner, vendor)
    • What role did those in attendance have in the success of the event?

    In most cases, all arrangements for meals or catering should be made using reasonably acceptable practices in accordance with the State of Georgia’s per-diem guidelines. All on-campus catered events must adhere to the Kennesaw State University Catering Policy. All requests for reimbursements using outside vendors must include an approved exemption form. All attendees should be directly involved in the business purpose related to the meal and should not include spouses (unless their attendance has a bona fide business purpose that directly benefits the University).

    As a general guideline associated with hosting meals, the cost of the meal can be determined by the type of event you are hosting and the business purpose related to the meal. Exceeding the allowable guideline amounts may be deemed permissible so long as it is appropriately documented and appropriate for the type of event held.

    Allowable Meals and Entertainment Expenses 

    The following are instances where meals and entertainment expenses are allowable:

    1. Meal expenses involving external University individuals are authorized for conducting general University related business and cultivation of significant relationships to the University. The cost of these meals should be limited to no more than $15/person for breakfast, $25/person for lunch and $50.00/person for dinner (excluding gratuities). As a rule, no more than three (3) employees per official guest should be in attendance.
    2. Meal expenses involving larger groups of individuals, including both external and internal to the University, are authorized for the purpose of conducting or attending seminars, conferences, or business meetings whose purpose is aligned with promoting and furthering the University’s agenda, mission, and strategic plan. Lunchtime or other types of large group seminars and discussions, in which a featured guest is present, may include purchasing the meal for the featured guest. These meals should be limited to no more than $30 per person (excluding gratuities).
    3. Meal expenses related to meetings for University employees scheduled for conducting business related to University matters (trainings, problem solving, innovation, and department meetings) are authorized, but restricted to those considered necessary for conducting business. The cost for these types of meals should be limited to no more than $15.00 - 20.00/person (excluding gratuities). 
    4. Individual employee meal expenses must be reimbursed through the University and are only allowable for official University business travel; they are subject to University System of Georgia guidelines for travel. Employee travel expenses such as transportation, mileage, lodging and meal per-diems must adhere to KSU and USG travel policies and procedures and be processed through the University’s travel department for reimbursement. Please refer to the Kennesaw State University Travel Policy for information about reimbursable travel expenses. Travel cash advances are not allowed by KSURSF.

    All requests for reimbursement must be accompanied by a receipt for the meal including the date, amount, and place of the meal, and the names and affiliation of the attendees, although descriptions may be generalized for groups larger than twelve participants. 

    Alcohol

    Sponsored Agreement Funding: Where a sponsored agreement expressly authorizes the purchase of alcohol for an event, KSURSF will pay for the cost (either directly or through reimbursement) in accordance with the terms of the agreement and the policies enumerated in this section.

    KSURSF Funding: Where the purchase of alcohol is not for a function funded and authorized by a sponsor as described above, the expenditure is subject to the approval of two KSURSF Board Officers. Examples include receptions to acknowledge and honor researchers, functions at University museums, and receptions for visitors. This list is not exhaustive.  

    Any allowable alcohol purchase should be justifiable and kept to a reasonable amount. Any alcohol related purchase viewed as excessive in cost may be denied by KSURSF at the discretion of the Chief Executive Officer, Chairperson, or Chief Operating Officer.

    Other Non-KSU Allowed Expenditures

    For all other expenditures that are not allowed per KSU policy, but which have valid business reasons and are consistent with KSURSF’s mission, approval will be on a per case basis by the KSURSF Chief Executive Officer and KSURSF Treasurer. Such examples include first class travel for official visitors and discretionary spending other than elucidated above (e.g. flowers, gifts, receptions, office parties); this list is not exhaustive.

  • No. All faculty and staff payments must be made through KSU payroll.

  • Invoices submitted for reimbursement should be no more than 20 days old. Please see FAQ no. 2 for allowable expenses. Submit a completed KSURSF Payment Request Form with a detailed and itemized invoice to Accounts Payable. Submit one request form per each invoice.

    KSURSF requires two signatures in order to process a payment/reimbursement request.  The project director is responsible for ensuring that the appropriate signatures are obtained.  If someone other than the project director initiates a payment/reimbursement request, the project director must be the required second signature.  If the project director initiates a payment/reimbursement request, the project director’s supervisor (e.g. chair or dean) must be the required second signature. 

  • Invoices submitted for reimbursement should be no more than 90 days old. Please see FAQ no. 2 for allowable expenses. Submit a completed KSURSF Payment Request Form with a detailed and itemized invoice to Accounts Payable.

    KSURSF requires two signatures in order to process a payment/reimbursement request.  The project director is responsible for ensuring that the appropriate signatures are obtained.  If someone other than the project director initiates a payment/reimbursement request, the project director must be the required second signature.  If the project director initiates a payment/reimbursement request, the project director’s supervisor (e.g. chair or dean) must be the required second signature. 

  • Mileage reimbursements must be paid by KSU. KSURSF does not reimburse mileage expenses. See FAQ no. 2. 

  • If you intend to pay a consultant $5,000 or less from your KSURSF account on a non-recurring basis, please submit a detailed invoice from the consultant, including a statement of work, and a payment request form to Accounts Payable. A consulting agreement is required for services that will cost more than $5,000, as well as all recurring payments. Please contact ksursf@kennesaw.edu. The consulting agreement must be signed by the consultant and the KSURSF COO or delegated signatory.

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