Policy for the Purchase of Employee Clothing
Procedures for Purchase & Payment of:
Uniforms, Business Attire (Shirts), Protective Clothing
1. Department purchases the Uniforms, Business Attire (Shirts), Protective Clothing or Other Clothing.
2. Initiate payment using a Department Purchase Request (DPR) or the PSU Business Procurement Card (BPC): Note on the invoice or attach a paper listing the names of the employees, their PSU ID#'s and the clothing items attributed to each.
3. Include proof of deposit if money collected from individuals for the cost of clothing was deposited in a restricted account.
4. Approval for the use of funding by the authorized signature and approval for the purchase of clothing are required. If the authorized signature is a Director, Chair or higher, the authorized signature can approve the purchase as well as the use of the funding. It the authorized signature is lower than a Director or Chair, an approval signature from the appropriate Director, Chair or higher is also required on the invoice.
5. Submit the invoice with required employee information and approvals with the DPR or BPC log.
Note that departmental adherence to the clothing policy is implied by the signature approval provided on the payment request.
Other Clothing
1. Department will follow the procedures previously noted.
2. The Business Office will send the list of employees who receive items of Other Clothing that cost more than $15 per item to HRS to be included as a taxable fringe benefit to the employee(s) receiving the items. Note that Other Clothing can only be paid from Foundation funds.
3. The department may request a review to determine if the Other Clothing items qualify as Business Attire (not a taxable fringe benefit). To initiate a review, PRIOR TO SENDING the payment request to the Business Office, the department completes a "Determination of Taxability Form" and submits to HRS with the DPR/BPC log, invoice and the information previously noted. Upon completion of the, review, HRS will notify the department of the decision and forward all documents to the Business Office for payment.
Determination of Taxability Form
Clothing Purchased for Employees Presentation