New and Updated Business Affairs Policies

University Purchasing Policy:

The Purchasing Policy outlines allowable and appropriate official university expenses, methods of procurement, payment, and reimbursement. The policy also explains the required approvals and documentation necessary to comply with Ball State University policy, the state of Indiana, and federal requirements.  The Policy cross-references other specialized purchasing-related policies (i.e., Sponsored Projects Purchasing Policy, Information Technology Purchasing Policy, Fixed Asset Purchasing Policy).  Following the Policy demonstrates responsible financial stewardship, prevents delays, and ensures proper purchasing, payments, and expense management. Non-compliant purchases are considered personal expenses and may lead to disciplinary action. Read the full policy.

University Procurement Card (P-Card) Policy:

The P-Card (university credit card) is a purchasing method outlined in the Purchasing Policy. The P-Card Policy specifies what purchases are allowed or prohibited, sets transaction and card limits, and details the required documentation and reconciliation steps. While the P-Card offers a quick and easy way to buy low-cost business goods and services, cardholders and their proxies must follow all University procurement policies and ethical standards and responsibly manage University resources. Read the full policy.

Hospitality Expenses Policy:

The Hospitality Expenses Policy defines and outlines allowable hospitality expenses necessary to support academic, administrative, research, fundraising, and outreach activities. The policy outlines the procedures and processes for payments and reimbursements, including required approvals, substantiation, documentation, and the appropriate funding sources for allowable hospitality expenses. Read the full policy.

Travel Policies

Travel Expense Policy

The Travel Expense Policy defines valid and approved Ball State University travel and outlines requirements for approval, substantiation, documentation, and compliance. The policy also establishes appropriate travel expenses, per diems, expense limits, procedures for requesting and booking travel, making payments, and seeking reimbursements. Read the full policy.

International Travel Policy

The International Travel Policy establishes mandatory requirements for approvals, insurance, and security related to international travel. Travel to countries classified by the U.S. Department of State as Level 3 or Level 4 requires additional review and approval by the International Travel Oversight Committee (IOTC). This policy applies to all Ball State University undergraduate and graduate students, employees, and any other individuals traveling on University-approved business, regardless of the funding source. Read the full policy.

Driving Privileges Policy

The Driving Privileges Policy governs the use of Ball State University vehicles—including University-owned, leased, rented, and approved personal vehicles—for authorized University business. The policy requires that approved University drivers be at least 18 years old and hold a valid driver’s license that meets applicable state Department of Motor Vehicles (DMV) requirements. The policy also outlines driver responsibilities. Approvals and termination of driving privileges are managed by the Office of Risk Management. Read the full policy.

 

See Purchasing Policy: The preferred methods for payment are Purchase Order or P-card. Prior approval for all expenses is required. Direct reimbursement is also allowed with prior approval and providing employees submit documentation of payment within 60 days of purchase.
See Purchasing and/or P-Card Policy: No. Personal expenses are considered non-compliant and may lead to disciplinary action.
See Purchasing Policy: For purchase orders, Purchasing Services evaluates and selects the vendor. For a P-Card and direct reimbursement, the buyer selects the vendor. Please review the purchasing policy for criteria that must be considered when evaluating and selecting a vendor.
See Purchasing Policy: Goods and services offered at no cost by vendors cannot always be accepted and are not automatically approved for use. Please review the purchasing policy for additional advice on this topic.
See P-card Policy: You may not exceed $4,000 for a single purchase without prior approval.

See P-card Policy: Yes. Alcohol, cash advances, and gifts are all prohibited for purchase on P-cards.

See P-card Policy: Yes. Receipts for P-card purchases must be submitted by the 20th of the following month.
See Purchasing Policy: The University is generally tax exempt for purchases supporting its governmental and educational mission, but not for proprietary or social activities.
See Travel Expense Policy, International Travel Policies, and Driving Privileges Policy for instructions on the allowable expenses, approval processes, and documentation requirements associated with each form of travel.
See Travel Expense Policy: Yes. See the University Travel Policy for budgetary requirements.
Any University student or employee proposing to undertake University-related international travel must follow the appropriate approval, insurance, and travel security requirements set forth in the Ball State University International Travel Policy.  The Travel Advisory status of a location—as established by the U.S. Department of State—is a key factor in determining whether Ball State University requires an enhanced review of proposed University-related international travel.
See Driving Privileges Policy: Only authorized drivers who are 18+ and have a valid license can be approved to drive a University car. Drivers must also have an acceptable driving record.
See Purchasing Policy: No. University funds cannot be used for alcohol purchases. Alcohol purchases are allowable with foundation funds, but require pre-approval by the appropriate vice president, dean, or president.
See Procedure for Research Subject Incentive Payments: The preferred method of payment is the issuance of electronic gift cards through Tango.
See the Purchasing Policy for allowable gifts.