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).
| Category | Transaction Type | Preferred Method of Payment | Alternate Payment Method | Contract | Notes |
|---|---|---|---|---|---|
| Advertisements | Recruiting, Display Ad, Outdoor Billboard, Television, Radio, Internet, Newspaper, Magazine, Journals | P-Card | Direct Payment to Vendor or Individual | Contracts 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 Employee | Restrictions 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. | ||
| 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-Card | Must 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-Card | Purchase 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 Individual | Contracts 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). | |||
| 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 gases | P-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. | ||
| 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. | ||
| 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. | ||
| Membership Dues | P-Card | Direct Payment to Vendor or Individual | See 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 Individual | Artwork 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 Individual | Contracts 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 Employee | Use 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 Individual | See the UA Travel Policy. |