Problematic Expense Guide - A to Z

• Identification Cards – The payment or reimbursement for personal identification items such as Driver’s licenses, Passports and LoboCards, including initial applications, renewals and replacements is a prohibited use of University funds.
  
  
  • The Reason this is Unallowable – These items are personal in nature and are owned by the employee for future benefit, not owned by the University.  Therefore, the payment for these items would constitute personal benefit which would violate the New Mexico Anti-Donation Law and is specifically prohibited by corresponding University Administrative Policy 4000: Allowable and Unallowable Expenditures, Section 6:  Personal Benefit.  In addition, these expenses would also most likely constitute unnecessary wasteful spending under State Law.  In New Mexico State Auditor statues, waste is defined as “…the act of using or expending resources carelessly, extravagantly, or to no purpose."(NMAC 2.2.2.7(W).
    
    
  • Allowable Exception – If an employee requires a different type of LoboCard (or Health Sciences Center identification badge) due to a change in technology such as a change from keys to proximity cards, then University Funds may be used to cover the cost of the LoboCard or Health Sciences Center Identification Badge in accordance with University Administrative Policy 4000: Allowable and Unallowable Expenditures, Section 6:  Personal Benefit.
    
    
  • Possible Allowable Alternatives - Try this Instead:
    • If a unit has funds available at the UNM Foundation, the Foundation may be able to pay for these expenses directly. With the UNM Foundation existing as a legally separate Non-Profit entity and not a governmental entity like the University, New Mexico government spending restrictions do not apply to funds that are disbursed directly by the Foundation.