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Financial Stewardship Measures

In the summer of 2019, the University of Dayton Financial Stewardship Task Force, comprised of faculty and staff representing a broad range of units, recommended changes to a number of financial practices that will not only provide cost-saving opportunities, but also ensure we retain our capacity to invest strategically in educating students, conducting research and scholarship, and engaging with our community and other institutional partners. Those recommendations were reviewed and accepted by Eric F. Spina, president; Paul Benson, provost and executive vice president of academic affairs; and Andy Horner, executive vice president for business and administrative services; and fully endorsed by the President's Council.

In some areas of the University, many of these financial stewardship practices are already in place. These measures will standardize a wide range of spending practices that have varied greatly in the past and will better align our spending with best practices in higher education.

All units are expected to begin immediately implementing the mandatory stewardship measures listed below. Trainings and information sessions are scheduled to help campus implement these new standards efficiently and with minimal disruption. Additional information regarding financial stewardship will also be provided at the Fall Faculty meeting on September 6, the Fall Staff meeting on September 10, and as requested by individual unit leaders as part of their meetings at the start of the new academic year. Please send questions to BudgetQuestions@udayton.edu.

Faculty and Staff Recruitment & Staffing

  • Limit the number of candidates invited for on-campus interviews to three; exceptions can be granted by a dean or vice president.
  • Limit the number of employees who travel and participate in meals for recruitment activities and interviews.
  • Before filling positions, conduct a work audit to ensure the position is necessary. The existing position control process, in which unit leaders are expected to submit requests to fill vacancies only when absolutely necessary, will continue. These requests will continue to be reviewed and approved by the president and executive vice presidents.  
  • Unit budget managers and the Office of Human Resources must pre-approve additional services/work stipends. These requests will continue to be reviewed and approved by the president and executive vice presidents through the position control process.

Purchasing

  • In order to reduce after-the-fact payments and reimbursements, all non-PCard purchases require a purchase order and must go through Runway.
  • UPS will provide the University's shipping services, with the exception of non-standard freight, which requires pre-approval from Procurement and Payable Services. When working with a supplier, ask that they use the UD UPS rate for shipping to you.
  • OmniSource is the University's exclusive supplier of custom branded logo items. No other vendors should be utilized. 
  • All furniture purchases and minor renovations must be approved through Facilities Management and Planning.

Print Communications

  • Internal print communications with employees as the sole target audience will be eliminated campuswide except where digital communication for employees is not an option. This includes flyers, postcards, brochures, newsletters, Campus Report, and posters in favor of using Cerkl, Porches and other electronic and digital communications to promote on-campus events.

Travel

  • The University's travel agency now is Options Travel Agency, with air travel to be booked through the Concur tool. Flights booked by methods other than Concur will not be reimbursed without prior approval by Procurement and Payable Services. Register here for online Concur training scheduled for 10 a.m. Thursday, Aug. 22; 10 a.m. Thursday, Aug. 29; and 10 a.m. Monday, Sept. 16. 
  • Airline flights and hotels should be purchased with a university PCard whenever possible.
  • Except for employees whose primary work responsibilities are fundraising or recruitment, all travel must be pre-approved in writing by immediate supervisors (Pre-Approval Process and Form), with these considerations:
 - How does this travel support professional development or University initiatives? Be able to specify if it is for professional licensure or certification, research, professional presenting, etc.
 - Is it possible to limit the number of staff attending the same conference?
 - If international travel is being considered, what is the need for and scope of this international travel? Is there a similar domestic opportunity that can be considered?
  - Are internal professional development opportunities through the Center for Leadership, Human Resources or Office of Diversity and Inclusion available in lieu of out-of-town opportunities requiring travel and conference fees? Please provide an explanation if an outside professional development activity is necessary.
  • Receipts are required for all reimbursements greater than $10; expenses without receipts greater than $10 will not be reimbursed.

Meals and Food Service

  • Alcoholic beverages of any kind will no longer be served at University events between 8 a.m. and 4 p.m. If alcohol is served after 4 p.m., it will be limited to beer and wine. 
  • Alcoholic beverages purchased at off-campus gatherings for important visitors (i.e. seminar speakers, job candidates, donors, grantors) intended to support relationship-building and advance University business are eligible for University funding or reimbursement.  In-line with University values, common sense, and good stewardship of resources, it is expected that, if alcoholic drinks are ordered, the consumption will be appropriately moderate both in quantity and cost.
  • When food is served, consider containing costs by changing the time of day (lunch vs. dinner); reducing the scope of the food service (buffet vs. sit-down) or price of food items. Do not use University funds for food at internal meetings on or off campus, unless the meeting is more than two hours long and occurs during 11 a.m. to 2 p.m.
  • Snacks, candy, and beverages (other than coffee, tea and/or a water cooler) should not be purchased with University funds unless they are for the benefit of guests.

Events and Celebrations

  • Eliminate the practice of multiple celebrations around a particular event. For example, University funds should not be used to fund holiday parties for both a division and a department or office within that division. 
  • Divisions and departments should pay attention to the number of University-funded celebrations or picnics for retirements, promotions and other life events, and seek ways for events to serve more than one purpose. For example, departments might celebrate life events in conjunction with quarterly, holiday, year-end or other gatherings, rather than as separate events. 
  • Do not use University funds for Christmas presents for employees.
  • Divisions and departments should mostly eliminate purchase of custom UD merchandise or branded items for employees. The only acceptable purchases of this type should be confined to recognize a limited, specific achievement or for recruiting purposes. Purchases should be made through OmniSource or through the UD Bookstore to ensure the lowest cost, best quality, and conformance with University-approved standards.

Sponsorships and Donations

  • The President's office will coordinate all sponsorship and donation requests from outside the University and should be directed to the executive director for the Office of the President.