Prior Approval to Spend
Any employees spending SPH funds will comply with the SPH internal controls document, purchasing hierarchy and relevant policies and procedures. All purchases require appropriate business purpose, documentation, and approval for use of funds. Some types of expenditures also require unique processing such as Travel, Hospitality, Information Technology, Rental of Space, or Service Agreements. When prior approval for an expenditure is required the following information will be needed:
Any expenditure over $200 – Required information for prior approval consist of a description of the item(s), business purpose, amount, and documentation. Approval is granted by the Department Chairperson or PI via email confirmation to the purchaser.
Overnight (domestic) travel – Required information for prior approval consist of the traveler’s name/title, business purpose, travel dates, and destination. Approval is granted by the Department Chairperson or PI via email confirmation to the traveler.
Foreign travel – Required information for prior approval consist of the traveler’s name/title, business purpose, travel dates, and destination. Approval is granted by the Department Chairperson or PI and the Dean via email confirmation to the traveler.
IT related purchases – Required information for prior approval consist of the completion of the SPH IT electronic form request. Approval is granted by the Department Chairperson or PI and SPH IT Staff review/approval via email with completed form attached.
Hospitality expenditure – Required information for prior approval consist of the SPH/WVU Hospitality/Event documentation (electronic form). Approval is granted by the Department Chairperson or PI.
Space rental – Required information for prior approval consists of SPH Space Rental Request. Approval is granted by the Department Chairperson or PI and WVU Real Estate Services.
Service agreements* - Required information for prior approval consist of the Vendor’s name, business purpose, dates. Approval is granted by the Department Chairperson or PI via email confirmation to the purchaser.
Memberships/dues – Required information for prior approval consists of a checklist for payment of dues, accreditation fees, etc. Approval is granted by the Department Chairperson or PI and the SPH EBO via email confirmation.
*Any type of special contractual agreement such as those entered into with consultants, speakers, subcontractors, or other general services.
Additional information is available at:
https://procurement.wvu.edu/employees
https://realestate.wvu.edu/home
https://taxservices.wvu.edu/home
Last reviewed/revised: 04/2019