This matrix is intended to assist the user in identifying the appropriate method of payment for common expenditures.  For more information about a specific category, please consult the Accounts Payable, Purchasing, or Purchasing Card Services websites for the full text of the applicable policy.   UA Approved Contracts must be used when available.

The source of funding must always be considered when determining whether an expenditure will be allowable.  Certain Contracts or Grants may prohibit some of the expense categories listed here.  Categories that are designated as “Foundation Funds Only” are only considered allowable when charged to Foundation funds (Ex.  Capstone).

CategoryTransaction TypePreferred Method of PaymentAlternate Payment MethodContractNotes
Advertisements Recruiting, Display Ad, Outdoor Billboard, Television, Radio, Internet, Newspaper, Magazine, Journals P-Card Direct Payment to Vendor or IndividualContracts must be reviewed by Contract Management.

Artwork must be approved via Branding and Licensing Approval Form.
Air Charters Group and team charters Purchase Order (through buyBAMA) Use UA Approved Contract.Contact the Purchasing Department.
Airfare P-Card Reimbursement to UA EmployeeRestrictions apply, see UA Travel Policy.

Airfare and lodging for student groups should be processed with P-Card or direct payment.
Alcoholic Beverages P-Card Only Allowable when Foundation (Ex. Capstone) funds are used.
Alterations & Monogramming P-Card Use UA Approved Contract.Artwork must be approved via Branding and Licensing Approval Form.
Appliances: Coffee pots, Refrigerators, Microwaves P-Card Purchase Order (through buyBAMA)Allowable only when needed for research or instructional use, Conferences, Workshops or meetings sponsored by UA for the public, or to replace original building equipment.
Athletic, Theatre, and Entertainment Events P-Card See UA Spending Policy.
Awards & Recognition (UA employee and related to University employment) Processed through Human Resources.
Awards and Prizes (Non-UA employee) Incentive programs, Student awards P-Card Contact Accounts Payable.

See Payments to Student Policy for student awards.
Banquets P-Card

Contracts must be reviewed by Contract Management.

See Risk Management for a list of approved caterers.

Books P-Card Purchase Order (through buyBAMA)
Bus Charters Purchase Order (through buyBAMA) Use UA Approved Contract.

Contact the Purchasing Department.
Business Cards and Letterhead Departmental Transfer Contact University Printing.
Business Luncheon Catered P-Card Direct Payment to Vendor or Individual

Contracts must be reviewed by Contract Management.

See the Risk Management website for a list of approved caterers.

Business Luncheon Restaurant P-Card Direct Payment to Vendor or Individual
Cards Holiday/Greeting Cards P-Card

Allowable with a business purpose explanation.

See UA Spending Policy.

Catering P-Card Direct Payment to Vendor or Individual

Contracts must be reviewed by Contract Management.

See Risk Management for a list of approved caterers.

Cellular Phones & Service Departmental Phones P-Card Use UA Approved Contract.
Cellular Phones & Service Individuals See Wireless Communication Stipend Policy.
Chemicals of Interest Purchase Order (through buyBAMA) P-CardMust be reviewed and approved by Environment Health & Safety.
Clothing and/or Uniforms P-Card Purchase Order (through buyBAMA.)Use UA Approved Contract.

Artwork must be approved via Branding and Licensing Approval Form.
Coffee, cream, sugar, soft drinks, water, cups, napkins, etc. P-Card Prohibited unless covered by Entertainment Guidelines.
Computers Desktop, Laptop, Peripherals P-CardPurchase Order (through buyBAMA)

Departmental Transfer
Use UA Approved Contract.Prior approval needed from Purchasing for any computer systems not available on contract.

Apple computers are purchased via DTA at the SupeStore Apple Store.
Conference and Seminar Meeting Rooms Meeting room(s) booked at a hotel with audio visual and/or presentation equipment for University hosted events P-Card Direct Payment to Vendor or IndividualContracts must be reviewed by Contract Management.
Conference Registration Fees P-Card Reimbursement to UA Employee
Consulting Services Direct Payment to Vendor or Individual Contact Contract Management for guidance.
Copying Off Campus P-Card
Copying On Campus Departmental Transfer P-Card
Decorations and Party Supplies P-Card

Must be charged to foundation funds unless there is a valid business purpose for the purchase (Ex. Student activities).

See UA Spending Policy.

Dry Cleaning and Laundry P-Card Use UA Approved Contract.Any University owned clothing, uniforms, costumes, bedding, draperies, and table linens.
Ebay Purchases P-Card Approval from Purchasing required.
Engraving P-Card Artwork must be approved via Branding and Licensing Approval Form.
Event Rentals On Campus P-Card Direct Payment to Vendor or Individual Use UA Approved Contract.Includes tents, tables, chairs, etc.
Express Mail Service Packages, Overnight P-Card Use UA Approved Contract. See UA Mail Services or Use UA Approved Contract.
Flower Arrangements Congratulatory, Funeral, Illness, Administrative Professional's Day P-Card Direct Payment to Vendor or Individual Only Allowable when Foundation (Ex. Capstone) funds are used.
Flower Arrangements Honors Day, Graduation, or other official University Functions P-Card Direct Payment to Vendor or Individual
Food Items in Bulk Groceries purchased for business related meetings, conferences, Food Labs, etc.P-Card Sam's Club purchases require use of UA membership card that must be checked out through Procurement Services.
Foreign Visitors Direct Payment to Vendor or Individual See Tax Office website for Foreign National Tax Analysis.

See UA Spending Policy.
Furnishings Office Accessories for Non-Public Areas (Ex. Lamps, Art work, etc. for private offices) P-Card Only Allowable when Foundation (Ex. Capstone) funds are used.
Furnishings Office Accessories for Public Areas (Ex. Lamps, Art work, etc. for reception areas) P-Card
Furnishings Office Furniture (Desk, Chair) P-Card Purchase Order (through buyBAMA)Use UA Approved Contract.Contact UA Furnishing and Designs prior to purchase.
Gases Chemical and /or biological gasesP-Card Purchase Order (through buyBAMA) Use UA Approved Contract.

Not automotive gasoline.
Gifts P-Card Direct Payment to Vendor or Individual

A business purpose explanation is required.

May be 1099 reportable.

See the UA Spending Policy.

Golf Carts or Similar Vehicles P-Card Purchase Order (through buyBAMA)Must be approved by Risk Management.
Items for Resale P-Card Purchase Order (through buyBAMA)

For guidance on sales tax responsibilities, refer to the Tax Office website: Tax Collection on University Sales.

See Purchasing UA Merchandise for Resale Policy.

Lease & Rental of Equipment P-Card Purchase Order (through buyBAMA)Use UA Approved Contract.

Contracts must be reviewed by Contract Management.
Lease & Rental of Real Estate Direct Payment to Vendor or Individual Contact Land Management & Real Estate Services.
Linens (Purchase and rental) P-Card
Lodging In-State Travel for UA Employees Reimbursement to UA Employee

Subject to In-State per diem , see UA Travel Policy.

Not allowable on P-Card.

Lodging Out-of-State Travel for UA Employees P-Card

Direct Payment to Vendor or Individual

Reimbursement to UA Employee

Restrictions apply, see UA Travel Policy.
Lodging Speakers, Guest, Lecturers, Student Groups P-Card

Direct Payment to Vendor or Individual

Reimbursement to UA Employee

Lodging for non-UA employees is not subject to per diem.

Airfare and lodging for student groups should be processed with P-Card or Miscellaneous Disbursement Voucher.

Maintenance or Service Agreements P-Card

Purchase Order (through buyBAMA)

Direct Payment to Vendor or Individual

Contracts must be reviewed by Contract Management.
Meals (excluding catering) Personal Meals during In-State Travel for UA Employees Reimbursement to UA Employee Subject to In-State per diem, see UA Travel Policy.

Not allowable on P-Card.

Meals (excluding catering) Personal Meals during Out of State Travel for UA Employees Reimbursement to UA Employee Restrictions apply, see UA Travel Policy.

Not allowable on P-Card.
Meals (excluding catering) Social Activities for UA Employees, Retirement Dinners, Receptions P-Card

Only Allowable when Foundation (Ex. Capstone) funds are used.

See UA Spending Policy.

Meals (excluding catering) Working meals, Planning Meetings, Recruitment (Prospective Employee) P-Card

Must submit an Entertainment Expense Form to document the business purpose of the meal.

See UA Spending Policy.

Membership Dues P-Card Direct Payment to Vendor or IndividualSee the UA Spending Policy for allowable memberships and requirements.
Mini Storage for University Owned Items P-Card Purchase Order (through buyBAMA) Use UA Approved Contract.
Office Supplies P-Card Use UA Approved Contract.
Parts for In-House Repairs P-Card Purchase Order (through buyBAMA)Use UA Approved Contract.

All repairs to buildings (internal and external) must be managed by Construction Administration and /or Facilities Maintenance.
Passports P-Card

See UA Travel Policy.

Issuance of new passport for UA related travel is allowable. Renewals are not allowable.

Postage Stamps P-Card
Professional Service Agreements/Contracts Direct Payment to Vendor or Individual Contact Contract Management for guidance.
Promotional Items Novelties and T-Shirts P-Card

Purchase Order (through buyBAMA)

Direct Payment to Vendor or Individual

Use UA Approved Contract.Artwork must be approved via Branding and Licensing Approval Form.
Refreshments (Coffee, cream, sugar, soft drinks, water, cups, napkins, etc.) Consumed by UA employees P-Card Only Allowable when Foundation (Ex. Capstone) funds are used.
Refreshments (Coffee, cream, sugar, soft drinks, water, cups, napkins, etc.) Covered by Entertainment Guidelines (with an acceptable business purpose) P-Card
Relocation/Moving Expenses House hunting trip expenses Direct Payment to Vendor or Individual

See relocation section of UA Spending Policy.

Not allowable on P-Card.

Relocation/Moving Expenses Moving Company Purchase Order (through buyBAMA) Use UA Approved Contract.

See Relocation of Household Goods information.

Not allowable on P-Card.

Relocation/Moving Expenses Reimbursements Direct Payment to Vendor or Individual See Relocation of Household Goods information.

Not allowable on P-Card.
Repair of Equipment P-Card

Purchase Order (through buyBAMA)

Direct Payment to Vendor or Individual

Royalties Direct Payment to Vendor or Individual
Signage Permanently affixed outdoor signage P-Card Purchase Order (through buyBAMA) Use UA Approved Contract.Must be approved by UA Planning and Design.
Software Not requiring a signed license agreement P-Card Purchase Order (through buyBAMA) Use UA Approved Contract.Check availability through OIT first, then from contract vendors. If not available from either, request approval from Purchasing prior to ordering.
Software Requiring signed license agreement P-Card Purchase Order (through buyBAMA) Contracts must be reviewed by Contract Management.
Space Heater P-Card Use UA Approved Contract.Requires written approval from University Energy Manager.
Speakers & Lecturers Direct Payment to Vendor or Individual See Professional Services Policy.
Sponsorships P-Card Direct Payment to Vendor or IndividualArtwork must be approved via Branding and Licensing Approval Form. Then, must be reviewed by the Director of Accounts Payable.
Subscriptions Journals, Periodicals, etc. P-Card Direct Payment to Vendor or IndividualContracts must be reviewed by Contract Management.
Temporary Labor Staffing Purchase Order (through buyBAMA) Use UA Approved Contract.
T-Shirts P-Card

Purchase Order (through buyBAMA)

Direct Payment to Vendor or Individual

Use UA Approved Contract.Artwork must be approved via Branding and Licensing Approval Form.
Vehicle Rentals Off-Campus Vendor (Local and Out-of-State) P-Card Reimbursement to UA EmployeeUse UA Approved Contract.See the UA Travel Policy.
Vehicle Rentals UA Fleet Services Departmental Transfer
Vehicles Purchase Order (through buyBAMA)
Visas for International Travel P-Card Direct Payment to Vendor or IndividualSee the UA Travel Policy.