Allowable Expenditure Policy

Rather than require administrative approvals for minor expenditures, Middlebury College administration would prefer to define policies regarding expenditures permitted with advance approval as well as expenditures not permitted as a guide to help budget administrators exercise restraint and good judgment in committing College funds. The College's principal revenue sources are from students (tuition, board, and room) and from donors (individuals, foundations, and industry). Increasingly, we must be sensitive to how we use these funds toward promoting the primary mission of Middlebury. Certain expenditures should not be incurred since they relate more directly to personal needs or recognition. We are conscious that our external public looks to higher education to improve its management of resources.

Listed below are expenditures that are permitted with the advance approval of Senior Budget Administrators (signature approval required on expenditure or reimbursement documents) as well as expenditures that are not permitted. In addition to the expenses listed below, it is always helpful for you to consider the worthiness of any marginally related expenses. The College is assisted in fulfilling its mission when we can direct our resources toward purposes most essential to our primary programs and services.

Expenditures Permitted with Advance Approval

Departmental gatherings and retirement celebrations
Faculty and staff business meals
Kitchen supplies and equipment
Plants for office or special events

Expenditures Not Permitted

Artwork for offices
Cell phones and pagers
Contributions (political and charitable)
Expensive desk accessories
Flowers (except when sent by President's Office, Dean of Faculty, Advancement, or HR)
Holiday decorations and parties
Memberships in non-job related professional societies
Travel related:
  -Air travel clubs
  -First class/business class airfare
  -Health club memberships
  -Hotel amenities (movies, etc.)

Optional conference events (golf outings, tours, etc.)
Non-business entertainment and travel
Payment of fines or parking tickets
Purchase of clothing and other personal items
Spouse related cost