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 |
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Advertisement Placements | Recruiting, Display Ad, Outdoor Billboard, Television, Radio, Internet, Newspaper, Magazine, Journals | P-Card | Concur Invoice Payment Request | Contracts must be reviewed by Contract Management. Any UA Logo and artwork must be approved via Branding and Licensing Approval Form. |
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Airfare | P-Card | Reimbursement to UA Employee or Concur Invoice Payment Request to Non-UA Employee. | Restrictions apply, see UA Travel Policy. Airfare and lodging for student groups should be processed with P-Card or Concur Invoice Payment Request. |
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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. |
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Awards & Recognition (UA employee and related to University employment) | Processed through Human Resources. |
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Awards and Prizes (Non-UA employee) | Incentive programs, Student awards | P-Card | Contact Accounts Payable. See Payments to Student Policy for student awards. If getting the item(s) customized the artwork must be approved via Branding and Licensing Approval Form. |
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Awards and Prizes (Non-UA employee) | Gift Card | UA Gift Card | See the UA Gift Cards Guide. | ||
Banquets | P-Card | Contracts must be reviewed by Contract Management. See Risk Management |
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Books | P-Card | ||||
Bus Charters | Purchase Order (through buyBAMA) | Charters must be booked through the Purchasing Department. Please contact Purchasing Department. for assistance. |
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Business Cards and Letterhead | Departmental Transfer | Contact University Printing. |
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Business Luncheon | Catered | P-Card | Concur Invoice Payment Request | Contracts must be reviewed by Contract Management. See the Risk Management |
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Business Luncheon | Restaurant | P-Card | Concur Invoice Payment Request | ||
Cards | Holiday/Greeting Cards | P-Card | Allowable with a business purpose explanation. |
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Catering | P-Card | Concur Invoice Payment Request | Contracts must be reviewed by Contract Management. See Risk Management |
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Cellular Phones & Service | Departmental Phones | P-Card | See Wireless Communication Policy. | ||
Cellular Phones & Service | Individuals | See Wireless Communication Stipend Policy. | |||
Chemicals | Chemical and /or biological gases (not automotive gasoline) | P-Card | Purchase Order (through buyBAMA) | Chemicals of Interest (a.k.a. Regulated Chemicals) 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. |
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Coffee, cream, sugar, soft drinks, water, cups, napkins, etc. | P-Card | Prohibited unless covered by Entertainment Guidelines. | |||
Computers | Desktop, Laptop, Peripherals | P-Card | Use UA Approved 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 | Concur Invoice Payment Request | Contracts must be reviewed by Contract Management. | |
Conference Registration Fees | P-Card | Reimbursement to UA Employee | |||
Consulting Services | Concur Invoice Payment Request | Contact Contract Management for guidance. | |||
Copying | 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). |
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Dry Cleaning and Laundry | P-Card | Use UA Approved Contract. | |||
Engraving | P-Card | Artwork must be approved via Branding and Licensing Approval Form. |
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Event Rentals | On Campus | P-Card | Concur Invoice Payment Request | 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 | Concur Invoice Payment Request | Only Allowable when Foundation (Ex. Capstone) funds are used. | |
Flower Arrangements | Honors Day, Graduation, or other official University Functions | P-Card | Concur Invoice Payment Request | ||
Food Items in Bulk | Groceries purchased for business related meetings, conferences, Food Labs, etc. | P-Card | Alternatively, departments may check out a Sam's Club UA membership card through Procurement Services. | ||
Foreign Visitors | Concur Invoice Payment Request | See Tax Office website for Foreign National Tax Analysis. See UA Spending Policy. |
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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. |
Gifts | P-Card | Concur Invoice Payment Request | A business purpose explanation is required. May be 1099 reportable. See the UA Spending Policy. |
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Golf Carts or Similar Vehicles | Purchase Order (through buyBAMA) | P-Card | Must be approved by Risk Management. |
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Items for Resale | P-Card | Purchase Order (through buyBAMA) | For guidance on sales tax responsibilities, refer to the |
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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 | Concur Invoice Payment Request | Contact Land Management & Real Estate Services. | |||
Linens (Rental) | P-Card | Use UA Approved Contract. | |||
Lodging | In-State Travel for UA Employees | Reimbursement to UA Employee | Subject to In-State per diem, Not allowable on P-Card unless covered by Section 10.5 Exceptions of UA Travel Policy. |
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Lodging | Out-of-State Travel for UA Employees | P-Card | Reimbursement to UA Employee | Restrictions apply, see UA Travel Policy. | |
Lodging | Speakers, Guest, Lecturers, Student Groups | P-Card | Concur Invoice Payment Request to Non-UA Employee 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 Concur Invoice Payment Request. |
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Maintenance or Service Agreements | P-Card | Purchase Order (through buyBAMA) | 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. |
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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. |
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Meals (excluding catering) | Social Activities for UA Employees, Retirement Dinners, Receptions | P-Card | Only Allowable when Foundation (Ex. Capstone) funds are used. |
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Meals (excluding catering) | Working meals, Planning Meetings, Recruitment (Prospective Employee) | P-Card | Must submit an Entertainment Expense Form |
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Membership Dues | P-Card | Concur Invoice Payment Request | See the UA Spending Policy for allowable memberships and requirements. |
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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. |
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Passports | P-Card | See UA Travel Policy. | |||
Postage | Stamps | P-Card | |||
Professional Service Agreements/Contracts | Concur Invoice Payment Request | See the Professional Services Guidelines. |
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Promotional Items | Novelties and T-Shirts | P-Card | Purchase Order (through buyBAMA) | 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 | |||
Repair of Equipment | P-Card | ||||
Royalties | Concur Invoice Payment Request | ||||
SAMS | Groceries purchased for business related meetings, conferences, Food Labs, etc. | P-Card | See the SAMS Club guidelines. | ||
Stipends | Stipends for Non-UA Students and Non-UA Employees | Concur Invoice Payment Request | Refer to the Tax Office – Stipends website for guidance on how to classify and process stipend payments. | ||
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. |
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Space Heater | P-Card | Use UA Approved Contract. | Requires written approval from University Energy Manager. |
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Speakers & Lecturers | Concur Invoice Payment Request | See Professional Services Policy. |
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Sponsorships | P-Card | Concur Invoice Payment Request | Artwork must be approved via Branding and Licensing Approval Form. Then, must be reviewed by the Director of Accounts Payable. |
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Storage Units Rentals | P-Card | Concur Invoice Payment Request | See Off-Campus Storage Unit Rental Request for approval procedures. | ||
Subscriptions | Journals, Periodicals, etc. | P-Card | Concur Invoice Payment Request | Contracts must be reviewed by Contract Management. |
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Temporary Labor Staffing | P-Card | Purchase Order (through buyBAMA) | Use UA Approved Contract. | ||
T-Shirts | P-Card | Purchase Order (through buyBAMA) Concur Invoice Payment Request | Use UA Approved Contract. | Artwork must be approved via Branding and Licensing Approval Form. |
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Vehicle Rentals | Off-Campus Vendor (Local and Out-of-State) | P-Card | Reimbursement to UA Employee Concur Invoice Payment Request to Non-UA Employee | Use UA Approved Contract. | See the UA Travel Policy. |
Vehicle Rentals | UA Fleet Services | Departmental Transfer | |||
Vehicles | Purchase Order (through buyBAMA) | Must be reviewed by Purchasing with final approval by VP of Financial Affairs. | |||
Visas for International Travel | P-Card | Concur Invoice Payment Request | See the UA Travel Policy. |