General
These EAA spending guidelines
apply to the use of all EAA funds that support Activities/Clubs or Division
Employee Morale Activities. Should there
be a need for clarification on the appropriateness of any expenditure, the
question should be raised with the EAA Coordinator prior to making the
expenditure. In those instances where an
expenditure is deemed inappropriate by the EAA Coordinator the Activity/Club or
Division will be responsible for the reimbursement of the expended funds in
accordance with RPM 1.15(B).
The LBNL tax exempt
number when making purchases is SRCH 21-835970.
Use this number and do
not pay sales tax.
A. Items Appropriate For Funding:
·
Facility
rental expense, e.g. softball fields, bowling alley lane fees, golf green fees
·
Non-cash
awards, value not to exceed $30 (amount subject to annual review); may include
gift certificates as long as they are not redeemable for cash
·
EAA
group equipment, e.g. hay bales for archery, sheet music for Music Club, balls
for softball
·
Consumable
office supplies to support EAA activities, e.g. paper for flyers, postage,
ticket stock
·
One
time guest speakers up to the current DOE approved honorarium amount of $500
·
Special
one time needs for start-up of new activities or replacement of equipment
purchased with ER funds
·
Food
at an annual awards banquet not to exceed $10 per club member
B. Items Not Appropriate For Funding:
·
Alcoholic
beverages
·
Individual
items of personal equipment or clothing
·
Cash
prizes
·
Class
instructor compensation
·
External
league, tournament, or corporate team fees
·
Individual
personal memberships in any organization
C. Participation
Eligibility:
Although EAA participants may include family members
and guests, the DOE funding through EAA may only be used to subsidize
activities of current LBNL employees and retirees.
D. Project
/Activity Overdrafts:
Note that once an account becomes overdrawn, it will
be closed immediately. The overdrawn
amount must be repaid to the general EAA account as soon as possible as stated
in RPM 1.15 (B).
E. Year
End Reconciliation:
All Check Requests along with original receipts MUST
be received by the EAA Coordinator NO LATER than the date determined by
the EAA Coordinator.