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 |
---|---|---|---|---|---|
Advertisement Placements | Recruiting, Display Ad, Outdoor Billboard, Television, Radio, Internet, Newspaper, Magazine, Journals | P-Card | Concur Invoice | Contracts must be reviewed by Contract Management. Any UA Logo and artwork must be approved via Branding and Licensing Approval Form. |
|
Airfare | Domestic airfare must be booked using the Concur Booking Tool. Restrictions apply, see UA Travel Policy. | Restrictions apply, see UA Travel Policy. |
|||
Alcoholic Beverages | P-Card | Only Allowable when Foundation (Ex. Capstone) funds are used. | |||
Appliances: Coffee pots, Refrigerators, Microwaves | P-Card | Purchase Order (through buyBAMA) | Allowable only when needed for conferences or workshops sponsored by UA, training events, research use, 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. If getting the item(s) customized the artwork must be approved via Branding and Licensing Approval Form. |
||
Awards and Prizes (Non-UA employee) | Gift Card | UA Gift Card | P-Card | See the UA Gift Cards Guide. | |
Business Entertainment | Banquet, Business Luncheon, and Catering | P-Card | Concur Invoice | Contracts must be reviewed by Contract Management. See Risk Management |
|
Business Entertainment | Restaurant | P-Card | |||
Bus Charters | Purchase Order (through buyBAMA) | Charters must be booked through the Purchasing Department. Please contact Purchasing Department for assistance. |
|||
Business Cards and Letterhead | Departmental Transfer | Order from link in myBAMA through University Printing | |||
Cards | Holiday/Greeting Cards | P-Card | Allowable with a business purpose explanation. |
||
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. | |
Civic of Community Organizations | Chamber of Commerce Dues, Rotary Club Dues | P-Card | Allowable with a legitimate business purpose. Rotary Foundation Fees should be paid for personally. | ||
Clothing and/or Uniforms | P-Card | Purchase Order (through buyBAMA.) | Use UA Approved Contract. | Artwork must be approved via Branding and Licensing Approval Form. |
|
Computers | Desktop, Laptop, Peripherals | P-Card | Use UA Approved Contract. | Apple computers should be purchased at the SupeStore. | |
Conference and Seminar Meeting Rooms | Meeting room(s) booked at external locations for University hosted events | P-Card | Concur Invoice | Contracts must be reviewed by Contract Management. | |
Conference Registration Fees | P-Card | Reimbursement to UA Employee | |||
Consulting Services | Concur Invoice | See the Professional Services Guidelines. |
|||
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). |
|||
Engraving | P-Card | Artwork must be approved via Branding and Licensing Approval Form. |
|||
Event Rentals | On Campus | P-Card | Concur Invoice | 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 | Only Allowable when Foundation (Ex. Capstone) funds are used. | |
Flower Arrangements | Honors Day, Graduation, or other official University Functions | P-Card | Concur Invoice | See the Professional Services Guidelines. |
|
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 | See Tax Office website for Foreign National Tax Analysis. See UA Spending Policy. |
|||
Furnishings | Office Accessories for Non-Public Areas (Ex. Lamps, Art work, Heaters, Fans, Clocks, Air Purifiers, Dehumidifiers, 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 | A business purpose explanation is required. May be 1099 reportable. See the UA Spending Policy. |
||
Graduation Regalia | Graduation Regalia | P-Card | Allowed if faculty member is participating in Graduation commencement ceremonies as a requirement of the job. | ||
Golf Carts or Similar Vehicles | P-Card | Purchase Order (through buyBAMA) | Use UA Approved Contract. | Purchasing review required; see Risk Management Cart Policy and Training Requirements. |
|
Items for Resale | P-Card | Purchase Order (through buyBAMA) | For guidance on sales tax responsibilities, refer to the |
||
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 | Contact Land Management & Real Estate Services. | |||
Lodging | In-State Travel for UA Employees | P-Card (if applying GSA Per Diem Method) | Reimbursement to UA Employee as In-State Per Diem (not allowable on P-Card) | Two options for reimbursement for in-state. See the |
|
Lodging | Domestic Overnight Travel for UA Employees | P-Card | Restrictions apply, see UA Travel Policy. | ||
Lodging | Speakers, Guest, Lecturers, Student Groups | P-Card | Concur Invoice to Non-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. |
|
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 as In-State Per Diem | 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 as GSA Per Diem | 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 |
||
Medications | Tylenol, Advil, Aleve, etc. | Not allowed on any UA funding source. Contact Robby Plumb in Risk Management with questions. |
|||
Membership Dues | P-Card | Concur Invoice | See the UA Spending Policy for allowable memberships and requirements. |
||
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 should be coordinated with Facilities Maintenance. | |
Passports | P-Card | See UA Travel Policy. | |||
Postage | Stamps | P-Card | |||
Professional Service Agreements/Contracts | Concur Invoice | See the Professional Services Guidelines. |
|||
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 | All repairs to building related equipment should be coordinated with Facilities Maintenance. | |||
Royalties | Concur Invoice | ||||
Stipends | Stipends for Non-UA Students and Non-UA Employees | Concur Invoice | 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 Software Catalog first, then from contract vendors. |
Software | Requiring signed license agreement | P-Card | Purchase Order (through buyBAMA) | Contracts must be reviewed by Contract Management. |
|
Speakers & Lecturers | Concur Invoice | See Professional Services Guidelines. |
|||
Sponsorships | P-Card | Concur Invoice | Artwork must be approved via Branding and Licensing Approval Form. Then, must be reviewed by the Director of Accounts Payable. |
||
Storage Units Rentals | P-Card | Concur Invoice | See Off-Campus Storage Unit Rental Request for approval procedures. | ||
Subscriptions | Journals, Periodicals, etc. | P-Card | Concur Invoice | Contracts must be reviewed by Contract Management. |
|
Temporary Labor Staffing | P-Card | Purchase Order (through buyBAMA) | Use UA Approved Contract. | ||
T-Shirts | P-Card | Purchase Order (through buyBAMA) Concur Invoice | 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 | Concur Invoice to Non-UA Employee | Use UA Approved Contract. | See the UA Travel Policy. |
Vehicle Rentals | UA Fleet Services | Departmental Transfer | https://fleet.ua.edu/ | ||
Vehicles | Purchase Order (through buyBAMA) | Must be reviewed via Vehicle Request Form | |||
Visas for International Travel | P-Card | Concur Invoice | See the UA Travel Policy. |