FI0630 – Housing for Senior-level Administrators
To provide policies and guidelines on expenditures for university housing for senior-level administrators regarding renovation and upkeep of the residences and on housing allowances in lieu of housing.
- The Board of Trustees recognizes the unique role the president and chancellors play in entertaining guests of the university in support of alumni and development activities, campus events, and other official functions. Accordingly, as a condition of employment and for the convenience of the university, university-owned or -leased housing may be provided to the president and chancellors to fulfill these duties. In its sole discretion, the university may elect at any time to provide a housing allowance instead of university-owned or -leased housing.
University-owned or -leased Housing[top]
- Expenditures for repairs and maintenance, furnishings in public and guest areas (i.e., areas used primarily for university-related events and activities), and operating expenditures are necessary to ensure proper upkeep of university-owned or -leased housing provided to the president or a chancellor. Maintenance, repairs, and renovations extending the life of the residence and/or adding value to the residence are appropriate expenditures from non-restricted funds, as are expenditures for providing furnishings and supplies for public and guest areas. The chief financial officer, after consulting with the campus facilities director, will determine the cost-effective and appropriate method to maintain university-owned or -leased housing.
- Each campus shall prepare an annual operating budget and capital maintenance budget for university-owned or -leased housing. Campuses shall submit their proposed budget for the upcoming fiscal year to the vice president for administration and finance by April 30. The budget shall identify all anticipated needs and associated funding sources. After approval by the chief financial officer and the president, the proposed budget shall be presented to the Board of Trustees for approval in June of each year.
- During each fiscal year, the chief financial officer shall have authority to approve a cumulative maximum of $15,000 annually in adjustments to the Board-approved budget (excluding emergency expenditures and mandated salary adjustments) for furnishing or fixture purchases for public or guest areas, renovation, major maintenance, or grounds projects. The chief financial officer shall submit a report of all such budget adjustments to the Audit Committee of the Board of Trustees. Any budget adjustment beyond the $15,000 cumulative maximum authority delegated to the chief financial officer requires advance approval by the Board of Trustees.
- In the event of an emergency, the chief financial officer, or a designee, is authorized to approve expenditures necessary to preserve the university's asset. The chief financial officer shall inform the Vice Chairman of the Board of Trustees as soon as possible of such emergency expenditures. (For more information on emergency purchases, see the university's fiscal policy on Bidding Requirements, FI0410.)
- The advance written approval of the chief financial officer, or a designee, is required for the expenditure of funds for furnishings and fixtures in the public and guest areas.
- The advance written approval of the president/chancellor and the chief financial officer is required for the expenditure of $5,000 or more for a single item and all items potentially controversial or sensitive in nature, regardless of amount, for the public and guest areas, even if sufficient funds are available in the Board-approved budget. This approval may not be delegated to a designee. A copy of the written approval for such expenditures shall be forwarded to the Audit Committee of the Board of Trustees on a quarterly basis.
- Campuses shall submit to the chief financial officer a year-end accounting of all expenditures on university-owned or -leased housing.
- The university shall establish an advisory committee, chaired by the chief financial officer, and including, but not limited to, the university's chief development officer and the university's general counsel, to review proposed gifts to the university for the improvement of university-owned or -leased housing or grounds and/or for the purchase of furnishings and fixtures in the public and guest areas. The chief financial officer shall consult with the Vice Chairman of the Board of Trustees before accepting gifts that affect the value of the university's property or that are potentially controversial or sensitive in nature. The acceptance and expenditure of gift funds shall not be included in calculating the cumulative maximum of $15,000 in budget adjustments the chief financial officer is authorized to approve in each fiscal year.
- Acceptance of any gift and the expenditure of any budgeted funds shall be made in accordance with all applicable university policies and subject to all applicable state laws, regulations, and guidelines of the State Building Commission.
- The university has the following responsibilities regarding expenditures for university-owned or -leased housing:
- Payment of all utility bills, including but not limited to, electric, gas, water, sewer, basic phone service, Internet access, basic security systems, and basic cable service.
- Payment for necessary maintenance and repairs to keep the residence an acceptable and presentable state.
- Provide furnishings, kitchen supplies, guest linens, and other such items required in public and guest areas of the house to ensure the appropriate entertainment of guests.
- Provide appropriate floor, wall, and window coverings throughout the house.
- Provide grounds maintenance and landscaping services, custodial personnel and appropriate equipment and supplies necessary to keep the residence's appearance and cleanliness at acceptable standards.
- Maintain a specific inventory of all university property.
- The president and chancellors have the following responsibilities regarding expenditures for university-owned or -leased housing.
- Exercise prudent care of the residence, its furnishings, and grounds.
- Open the residence for public occasions and other university events as needed.
- Provide furnishings, linens, televisions, and other personal items for use in family living quarters.
- Exercise appropriate judgment in requesting residential improvements and maintenance services with contemplated changes coordinated through the campus facilities director or designee.
- Payment of personal long distance telephone calls and other personal expenditures.
- Instead of providing university-owned or -leased housing, the university may elect at any time to provide a housing allowance to compensate the president and chancellors for the use of their personal homes for conducting university business, including but not limited to, entertainment of alumni, faculty and staff, other guests of the university, and business meetings. The president and chancellors are responsible for the maintenance, grounds keeping, and custodial costs associated with maintaining their personal residence. Use of university resources to fund actual event costs is an acceptable use of funds if such expenditures are made in accordance with university policies and procedures.
Other University Housing[top]
- Policies for other university housing provided to staff in the performance of their duties shall be established by campuses and units, subject to the approval of the chief financial officer.
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