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University Resources, Operations and Policies

Post-Covid Discretionary Expenditures Control Policy


Policy Statement

This policy provides updated guidance for controlling discretionary expenditures post-Covid pandemic.


Reason for Policy

The purpose of this policy is to help mitigate the financial harm to the University caused by the pandemic’s impact on University operations.


Who is Governed by this Policy

All academic and administrative staff with authority to approve expenditures on behalf of their departmental budgets.


Policy

Effective September 22, 2020, approval to expend funds deemed to be Discretionary Funds and therefore subject to this Policy is restricted to the membership of the University’s Executive Leadership Team. No employee other than a member of the Executive Leadership team, or their duly authorized representative, is authorized to approve the expenditure of Discretionary Funds.  This excludes restrictive funds governed by grant regulations.


Definitions

Executive Leadership Team:
The members of the Executive Leadership Team as of the date of this policy are the President; Provost and Executive Vice President; Executive Vice President of Finance and Administration; Vice President of Student Affairs and Dean of Students;  Vice President of Diversity, Equity and Inclusion; Chief of Staff and Associate Vice President of External Relations; and Vice President for Enrollment Management and University Communications.

Discretionary Funds:
For the purposes of this policy the funds deemed to be discretionary in nature and subject to this Policy are listed in revised Attachment A to this Policy which has been updated to remove all categories of discretionary expenditures in the original policy except for: (a) student employment and (b) overtime.  The categories of discretionary expenditures previously included in Attachment A to this Policy remain subject to all other applicable internal controls including budgetary limits.


Procedures

Approval to spend Discretionary Funds subject to this revised Policy (e.g., hiring of student employees and authorization for overtime) must be obtained in writing from a member of the Executive Leadership Team.  A request to spend Discretionary Funds shall be submitted in writing accompanied by a justification as to the value to be derived from such expenditure.  Email communications are acceptable forms of written communications required by this Policy.


Related Information

This policy does not have other related information associated with it at this time. Upon periodic policy review this area will be evaluated to determine if additional information is needed to supplement the policy.


Policy Owner

James Perrino
Finance and Administration
p – 516.877.3385


Secondary Contacts

Robert DeCarlo
p –516-877-3184
e –decarlo@adelphi.edu

Michael McLeod
p – 516-877-3177
e –mcleod@adelphi.edu


Document History

  • Last Reviewed Date: September 11, 2020 
  • Last Revised Date: 9/22/20
  • Policy Origination Date: 4/16/20

Who Approved This Policy

James Perrino, Executive Vice President of Finance and Administration

 
 
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