The Division of Business Affairs is pleased to announce the launch of new and updated policies for hospitality expenses, purchasing, travel and reimbursement, effective October 1, 2025. These changes have been thoughtfully designed to simplify processes, reduce unnecessary restrictions, and provide clearer guidance for all members of our university community. Our goal is to enable greater operational efficiency and effectiveness, ensuring your needs are met with enhanced responsiveness and accountability.
How the Updates Benefit You:
- Simplified Procedures: Our revised policies eliminate unnecessary complexities, making it easier for you to navigate and complete business processes.
- Fewer Restrictions: Increased transaction limits and purchase order thresholds mean more flexibility and less paperwork, freeing you to focus on your core responsibilities.
- Clearer Policies and Guidance: The updated documentation provides straightforward information, so you can understand requirements and procedures at a glance.
- Faster Response Times: Our Business Affairs offices are committed to processing reimbursements and purchases more efficiently, helping you get what you need, when you need it.
- Enhanced Accountability: The new and updated policies reinforce responsible stewardship of university resources, supporting the mission and business functions of Ball State while ensuring transparency and trust.
New and Updated Policy Summaries and Links:
- Hospitality:
- Hospitality Expenses at Ball State University – Intended to provide clarity and ensure responsible stewardship of institutional resources while supporting the mission of business functions and the university.
- Purchasing:
- Increase in P-Card Transaction Limit – From $2,500 to $4,000
- Increase in Automatic Purchase Order Threshold – From $1,000 to $4,000
- Removal of Request for Proposal (RFP) Process and Competitive Bidding – Between $4,000 and $15,000
- Required Annual Purchasing Policy Training
- Travel and Reimbursement:
- Removal of Economy Class Restrictions - any level of Economy Class, including seat charges, is allowable. Pre-Approval of Business Class is required.
- Removal of Travel Pre-Approval requirement within Delaware County if reimbursement will not be requested
- Price/Fare Cap on Domestic ($550) and International ($1,000) Flights when Personal Travel Involved
- All travel reimbursements will be made after travel is completed. Utilization of Egencia can eliminate out-of-pocket travel expenses prior to travel.
Together, these updates reflect our ongoing commitment to service, transparency, and operational excellence. Thank you for your dedication to Ball State and for helping us create a more efficient and supportive campus environment.