Beginning Feb. 10, 2025, to be good stewards of funds, the university is implementing the following guidelines that will remain in place until further notice. The guidelines and the university’s financial position will be reviewed at the end of FY25 to determine if the guidelines need to be extended. All purchases, both allowable and requested exceptions, should be approved at the vice-presidential level regardless of fund source. If guidelines are violated, reimbursement will not be permitted, or institutional funds or Foundation funds will need to be reimbursed.
Promotional Materials (i.e., “swag,” “merch”)
Purchasing promotional materials is prohibited outside of the specific exceptions described below. Promotional materials include, but are not limited to, T-shirts, keychains, pens, notebooks, stress balls, water bottles and tech stickers.
- Promotional materials can be purchased by the Office of Admissions, the Office of Orientation and First Year Programs and the College of Law for the purpose of recruiting new students and onboarding.
- Promotional materials paid for/provided by a sponsor can be purchased/acquired.
- Promotional materials that are budgeted and allowable on an externally funded grant or contract.
- Other exceptions to allow the purchase of promotional materials must be approved by the Division of Enrollment Management, Marketing and Communications. Departments requesting such exceptions must request promotional items that are NIU-branded, and that are for NIU business purposes, by filling out a “Request Swag” form.
Catering/Meals/Snacks
Purchase of catering/meals/snacks is permitted in the situations described below. The use of internal catering and dining is encouraged when feasible.
- Student-facing events, recruitment activities or receptions.
- Hosting on-campus employment interviews that normally require meals.
- Hosting external speakers or business-related visitors who normally require meals.
- Food budgeted and allowable on an externally funded grant or contract.
Exceptions for catering/meals/snacks must be approved at the vice-presidential level. All accounting guidelines must be followed related to these purchases.
Use of Philanthropic Funds for Promotional Materials and/or Catering
The following criteria must be followed when a philanthropic fund is being considered as an appropriate source of funding for a paused or prohibited expenditure:
- Philanthropic funds should not be seen as replacement funds for expenses that do not represent the highest and best use of those dollars in line with donor intent. Please apply the same good business judgement to the use of donor funds as budged or institutional dollars.
- Requests to utilize a philanthropic fund for any expenditure currently within a paused or prohibited category must be authorized by the unit or divisional VP. This will be the considered management approval and serve as a recommendation to the NIU Foundation of an authorized business expense, and/or exception to the pause or prohibition.
- The NIU Foundation will review the recommendation to ensure funds are available, and the recommended request meets the donor intent of the fund.