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
Advertisement PlacementsRecruiting, Display Ad, Outdoor Billboard, Television, Radio, Internet, Newspaper, Magazine, JournalsP-CardConcur InvoiceContracts must be reviewed by Contract Management.


Any UA Logo and artwork must be approved via Branding and Licensing Approval Form.
AirfareAirfare must be booked using the Concur Booking Tool. Restrictions apply, see UA Travel Policy.Restrictions apply, see UA Travel Policy.


Alcoholic BeveragesP-CardOnly Allowable when Foundation (Ex. Capstone) funds are used.
Appliances: Coffee pots, Refrigerators, MicrowavesP-CardPurchase 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 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.
If getting the item(s) customized the artwork must be approved via Branding and Licensing Approval Form.
Awards and Prizes (Non-UA employee)Gift CardUA Gift CardSee the UA Gift Cards Guide.
Business EntertainmentBanquet, Business Luncheon, and CateringP-CardConcur Invoice

Contracts must be reviewed by Contract Management.


See Risk Management
for a list of approved caterers.

Business EntertainmentRestaurantP-Card

See UA Spending Policy.

Bus ChartersPurchase Order (through buyBAMA)
Charters must be booked through the Purchasing Department. Please contact Purchasing Department for assistance.
Business Cards and LetterheadDepartmental TransferOrder from link in myBAMA through University Printing
CardsHoliday/Greeting CardsP-Card

Allowable with a business purpose explanation.


See UA Spending Policy.

Cellular Phones & ServiceDepartmental PhonesP-CardSee Wireless Communication Policy.
Cellular Phones & ServiceIndividualsSee Wireless Communication Stipend Policy.
ChemicalsChemical and /or biological gases (not automotive gasoline)P-CardPurchase Order (through buyBAMA) Chemicals of Interest (a.k.a. Regulated Chemicals) must 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.
ComputersDesktop, Laptop, PeripheralsP-CardUse UA Approved Contract.Apple computers should be purchased at the SupeStore.
Conference and Seminar Meeting RoomsMeeting room(s) booked at external locations for University hosted eventsP-CardConcur InvoiceContracts must be reviewed by Contract Management.
Conference Registration FeesP-CardReimbursement to UA Employee
Consulting ServicesConcur Invoice

See the Professional Services Guidelines.

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.

EngravingP-CardArtwork must be approved via Branding and Licensing Approval Form.
Event RentalsOn CampusP-CardConcur InvoiceUse 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-CardConcur InvoiceOnly Allowable when Foundation (Ex. Capstone) funds are used.
Flower ArrangementsHonors Day, Graduation, or other official University FunctionsP-CardConcur Invoice

See the Professional Services Guidelines.

Food Items in BulkGroceries purchased for business related meetings, conferences, Food Labs, etc.P-CardAlternatively, departments may check out a Sam's Club UA membership card through Procurement Services.
Foreign VisitorsConcur InvoiceSee 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.
GiftsP-CardConcur Invoice

A business purpose explanation is required.


May be 1099 reportable.


See the UA Spending Policy.


Golf Carts or Similar VehiclesP-CardPurchase Order (through buyBAMA)Use UA Approved Contract.Purchasing review required; see Risk Management Cart Policy and Training Requirements.
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 Campus Merchandising 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
Concur InvoiceContact Land Management & Real Estate Services.
LodgingIn-State Travel for UA EmployeesReimbursement to UA Employee as In-State Per Diem

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


Not allowable on P-Card unless covered by Section 10.5 Exceptions of UA Travel Policy.

LodgingOut-of-State Travel for UA EmployeesP-CardRestrictions apply, see UA Travel Policy.
LodgingSpeakers, Guest, Lecturers, Student GroupsP-CardConcur 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 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 Employee as In-State Per DiemSubject 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 Employee as GSA Per DiemRestrictions 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-CardConcur InvoiceSee the UA Spending Policy
for allowable memberships and requirements.
Office SuppliesP-Card Use UA Approved Contract.
Parts for In-House RepairsP-CardPurchase Order (through buyBAMA)Use UA Approved Contract.

All repairs to buildings should be coordinated with Facilities Maintenance.
PassportsP-CardSee UA Travel Policy.
PostageStampsP-Card
Professional Service Agreements/ContractsConcur Invoice

See the Professional Services Guidelines.

Promotional ItemsNovelties and T-ShirtsP-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 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
Repair of EquipmentP-CardAll repairs to building related equipment should be coordinated with Facilities Maintenance.
RoyaltiesConcur Invoice
StipendsStipends for Non-UA Students and Non-UA EmployeesConcur InvoiceRefer to the Tax Office – Stipends website for guidance on how to classify and process stipend payments.
SoftwareNot requiring a signed license agreementP-CardPurchase Order (through buyBAMA) Use UA Approved Contract.Check availability through OIT Software Catalog first, then from contract vendors.
SoftwareRequiring signed license agreementP-Card Purchase Order (through buyBAMA) Contracts must be reviewed by Contract Management.
Speakers & LecturersConcur InvoiceSee Professional Services Guidelines.
SponsorshipsP-CardConcur InvoiceArtwork must be approved via Branding and Licensing Approval Form.
Then, must be reviewed by the Director of Accounts Payable.
Storage Units RentalsP-CardConcur InvoiceSee Off-Campus Storage Unit Rental Request for approval procedures.
SubscriptionsJournals, Periodicals, etc.P-CardConcur InvoiceContracts must be reviewed by Contract Management.
Temporary Labor StaffingP-Card Purchase Order (through buyBAMA) Use UA Approved Contract.
T-ShirtsP-CardPurchase Order (through buyBAMA)

Concur Invoice
Use UA Approved Contract.Artwork must be approved via Branding and Licensing Approval Form.
Vehicle RentalsOff-Campus Vendor (Local and Out-of-State)P-CardConcur Invoice to Non-UA EmployeeUse UA Approved Contract.See the UA Travel Policy.
Vehicle RentalsUA Fleet ServicesDepartmental Transferhttps://fleet.ua.edu/
Vehicles Purchase Order (through buyBAMA)
Must be reviewed via Vehicle Request Form
Visas for International TravelP-CardConcur InvoiceSee the UA Travel Policy.