Problematic Expense Guide - A to Z

• Work Clothes – The purchase or reimbursement for work clothes for employees, or the cleaning, alteration or repair of personal clothing is generally a prohibited use of University Funds.
  
  
  • The Reason this is Unallowable – In general, University employees are expected to provide for their own clothing while working. The payment for personal clothing for University employees, or the cleaning, alteration or repair of personal clothing would generally 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 Exceptions;
    • Work Clothing that is authorized in a UNM Human Resources employment contract or Union Contract.
    • Work uniform required for identification purposes, ex UNM uniforms for FM Maintenance workers
    • Specialty apparel that is required for the performance of a job – ex uncommon clothing needed for conducting lab/field research or repair/maintenance of UNM facilities.
      
      
  • 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.