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
AdvertisementsRecruiting, Display Ad, Outdoor Billboard, Television, Radio, Internet, Newspaper, Magazine, JournalsP-CardDirect Payment to Vendor or IndividualContracts must be reviewed by Contract Management.


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


Airfare and lodging for student groups should be processed with P-Card or direct payment.
Alcoholic BeveragesP-CardOnly Allowable when Foundation (Ex. Capstone) funds are used.
Alterations & MonogrammingP-CardUse UA Approved Contract.Artwork must be approved via Branding and Licensing Approval Form.
Appliances: Coffee pots, Refrigerators, MicrowavesP-CardPurchase 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 EventsP-CardSee 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 awardsP-CardContact Accounts Payable.

See Payments to Student Policy
for student awards.
BanquetsP-Card

Contracts must be reviewed by Contract Management.


See Risk Management
for a list of approved caterers.

BooksP-CardPurchase Order (through buyBAMA)
Bus ChartersPurchase Order (through buyBAMA)
Use UA Approved Contract.

Contact the Purchasing Department.
Business Cards and LetterheadDepartmental TransferContact University Printing.
Business LuncheonCateredP-CardDirect Payment to Vendor or Individual

Contracts must be reviewed by Contract Management.


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

Business LuncheonRestaurantP-CardDirect Payment to Vendor or Individual
CardsHoliday/Greeting CardsP-Card

Allowable with a business purpose explanation.


See UA Spending Policy.

CateringP-CardDirect Payment to Vendor or Individual

Contracts must be reviewed by Contract Management.


See Risk Management
for a list of approved caterers.

Cellular Phones & ServiceDepartmental PhonesP-CardUse UA Approved Contract.
Cellular Phones & ServiceIndividualsSee Wireless Communication Stipend Policy.
Chemicals of InterestPurchase Order (through buyBAMA)
P-CardMust be reviewed and approved by Environment Health & Safety.
Clothing and/or UniformsP-CardPurchase 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-CardProhibited unless covered by Entertainment Guidelines.
ComputersDesktop, Laptop, PeripheralsP-CardProhibited unless covered by Entertainment Guidelines.
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 RoomsMeeting room(s) booked at a hotel with audio visual and/or presentation equipment for University hosted eventsP-CardDirect Payment to Vendor or IndividualContracts must be reviewed by Contract Management.
Conference Registration FeesP-CardReimbursement to UA Employee
Consulting ServicesDirect Payment to Vendor or IndividualContact Contract Management for guidance.
CopyingOff CampusP-Card
CopyingOn CampusDepartmental TransferP-Card
Decorations and Party SuppliesP-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 LaundryP-CardUse UA Approved Contract.Use UA Approved Contract.
Ebay PurchasesP-CardApproval from Purchasing
required.
EngravingP-CardArtwork must be approved via Branding and Licensing Approval Form.
Event RentalsOn CampusP-CardDirect Payment to Vendor or IndividualUse UA Approved Contract.Includes tents, tables, chairs, etc.
Express Mail ServicePackages, OvernightP-CardUse UA Approved Contract. See UA Mail Services or Use UA Approved Contract.
Flower ArrangementsCongratulatory, Funeral, Illness, Administrative Professional's DayP-CardDirect Payment to Vendor or IndividualOnly Allowable when Foundation (Ex. Capstone) funds are used.
Flower ArrangementsHonors Day, Graduation, or other official University FunctionsP-CardDirect Payment to Vendor or Individual
Food Items in BulkGroceries purchased for business related meetings, conferences, Food Labs, etc.P-CardSam's Club purchases require use of UA membership card that must be checked out through Procurement Services.
Foreign VisitorsDirect Payment to Vendor or IndividualSee Tax Office website for Foreign National Tax Analysis.


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

Not automotive gasoline.
GiftsP-CardDirect Payment to Vendor or Individual

A business purpose explanation is required.


May be 1099 reportable.


See the UA Spending Policy.


Golf Carts or Similar VehiclesP-CardPurchase Order (through buyBAMA)Must be approved by Risk Management.
Items for ResaleP-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 EquipmentP-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 IndividualContact Land Management & Real Estate Services.
Linens (Purchase and rental)P-Card
LodgingIn-State Travel for UA EmployeesReimbursement to UA Employee

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


Not allowable on P-Card.

LodgingOut-of-State Travel for UA EmployeesP-Card

Direct Payment to Vendor or Individual


Reimbursement to UA Employee

Restrictions apply, see UA Travel Policy.
LodgingSpeakers, Guest, Lecturers, Student GroupsP-CardDirect 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 AgreementsP-CardPurchase Order (through buyBAMA)
Contracts must be reviewed by Contract Management.
Meals (excluding catering)Personal Meals during In-State Travel for UA EmployeesReimbursement to UA EmployeeSubject 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 EmployeesReimbursement to UA EmployeeRestrictions apply, see UA Travel Policy.

Not allowable on P-Card.
Meals (excluding catering)Social Activities for UA Employees, Retirement Dinners, ReceptionsP-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 DuesP-CardDirect Payment to Vendor or IndividualSee the UA Spending Policy
for allowable memberships and requirements.
Mini Storage for University Owned ItemsP-CardPurchase Order (through buyBAMA) Use UA Approved Contract.
Office SuppliesP-Card Use UA Approved Contract.
Parts for In-House RepairsP-CardPurchase Order (through buyBAMA)Use UA Approved Contract.

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

See UA Travel Policy.


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

PostageStampsP-Card
Professional Service Agreements/ContractsDirect Payment to Vendor or IndividualContact Contract Management for guidance.
Promotional ItemsNovelties and T-ShirtsP-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 employeesP-CardOnly 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 ExpensesHouse hunting trip expensesDirect Payment to Vendor or Individual

See relocation section of UA Spending Policy.


Not allowable on P-Card.

Relocation/Moving ExpensesMoving Company

See relocation section of UA Spending Policy.


Not allowable on P-Card.


Use UA Approved Contract.

See Relocation of Household Goods information.


Not allowable on P-Card.


Relocation/Moving ExpensesReimbursementsDirect Payment to Vendor or IndividualSee Relocation of Household Goods information.


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

Purchase Order (through buyBAMA)


Direct Payment to Vendor or Individual

RoyaltiesDirect Payment to Vendor or Individual
SignagePermanently affixed outdoor signageP-CardPurchase Order (through buyBAMA) Use UA Approved Contract.Must be approved by UA Planning and Design.
SoftwareNot requiring a signed license agreementP-CardPurchase 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.
SoftwareRequiring signed license agreementP-Card Purchase Order (through buyBAMA) Contracts must be reviewed by Contract Management.
Space HeaterP-CardUse UA Approved Contract.Requires written approval from University Energy Manager.
Speakers & LecturersDirect Payment to Vendor or IndividualSee Professional Services Policy.
SponsorshipsP-CardDirect Payment to Vendor or IndividualArtwork must be approved via Branding and Licensing Approval Form.
Then, must be reviewed by the Director of Accounts Payable.
SubscriptionsJournals, Periodicals, etc.P-CardDirect Payment to Vendor or IndividualContracts must be reviewed by Contract Management.
Temporary Labor StaffingPurchase Order (through buyBAMA) Use UA Approved Contract.
T-ShirtsP-CardPurchase Order (through buyBAMA)

Direct Payment to Vendor or Individual
Use UA Approved Contract.Artwork must be approved via Branding and Licensing Approval Form.
Vehicle RentalsOff-Campus Vendor (Local and Out-of-State)P-CardReimbursement to UA EmployeeUse UA Approved Contract.See the UA Travel Policy.
Vehicle RentalsUA Fleet ServicesDepartmental Transfer
Vehicles Purchase Order (through buyBAMA)
Visas for International TravelP-CardDirect Payment to Vendor or IndividualSee the UA Travel Policy.