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 the Branding and Licensing Approval Form. | |
| Air Charters | Group and team charters | Purchase Order (through buyBAMA) | Charters must be booked through the Purchasing Department. Please contact the Purchasing Department for assistance. | ||
| 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. | |||
| Alterations & Monogramming | P-Card | Artwork must be approved via the Branding and Licensing Approval Form. | |||
| 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. | |||
| Amazon Purchases | P-Card | Approval from Purchasing required. | |||
| 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 the 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 for a list of approved caterers. | |
| Business Entertainment | Restaurant | P-Card | See UA Spending Policy. | ||
| Books | P-Card | ||||
| Bus Charters | P-Card | Charters must be booked through the Purchasing Department. Please contact the Purchasing Department for assistance. | |||
| Business Cards and Letterhead | Departmental Transfer | Order from link in myBAMA through University Printing | |||
| Business Luncheon | Catered | P-Card | Concur Invoice | Contracts must be reviewed by Contract Management. See the Risk Management website for a list of approved caterers. | |
| Business Luncheon | Restaurant | P-Card | Concur Invoice | ||
| Cards | Holiday/Greeting Cards | P-Card | Allowable with a business purpose explanation. See UA Spending Policy. | ||
| Catering | P-Card | Concur Invoice | Contracts must be reviewed by Contract Management. See Risk Management for a list of approved caterers. | ||
| 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 (through buyBAMA) | P-Card | Use UA Approved Contract. | 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 the 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 | Use UA Approved Contract. | Apple computers should be purchased at the SupeStore. All Dell purchases need to be made through the buyBAMA catalog with your P-Card; any quotes received from Dell reps can also be pulled up and checked out completed through the Dell selection on buyBAMA. | |
| 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. | |||
| Copying | 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). See UA Spending Policy. | |||
| Dry Cleaning and Laundry | P-Card | Use UA Approved Contract. | |||
| Ebay Purchases | P-Card | Approval from Purchasing required. | |||
| Engraving | P-Card | Artwork must be approved via the 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 are 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 the Tax Office website for Foreign National Tax Analysis. See UA Spending Policy. | |||
| Fuel | Bulk Fuel Deliveries | Concur Invoice | Use UA Approved Contract. | Contact Purchasing for the first-time fuel account setup. | |
| Furnishings | Office Accessories for Non-Public Areas (Ex. Lamps, Artwork, 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, Artwork, Heaters, Fans, Clocks, Air Purifiers, Dehumidifiers, etc.,) | 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 | P-Card | Allowed if the faculty member is participating in Graduation commencement ceremonies as a requirement of the job. | |||
| Golf Carts, Utility Carts, or Similar Vehicles | Purchase Order (through buyBAMA) | The Utility Cart Request Form must be completed before purchasing a utility cart. More information can also be found on Fleet Management’s Utility Cart Policy or Utility Cart Purchasing Guidelines page. Once the cart acquisition has been approved through the Cart Request Form, all purchases should be placed through a BuyBama non-catalog purchase order unless another method of order placement has been approved through Purchasing. | |||
| 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. See Campus Merchandising Policy. | ||
| 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. | |||
| Linens (Rental) | P-Card | Use UA Approved Contract. | |||
| 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 UA Travel Policy. | |
| 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. Home sharing & rental services for non-UA employees should be paid for personally and reimbursed upon travel completion. | |
| 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 In-State Per Diem | Restrictions apply; see the 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. See UA Spending Policy. | ||
| Meals (excluding catering) | Personal Meals during Out-State Travel for UA Employees | P-Card | Must submit an Entertainment Expense Form to document the business purpose of the meal. See UA Spending Policy. | ||
| Medications | Tylenol, Advil, Aleve, allergy medications, etc. | Not allowed on any UA funding source. | |||
| 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 | Artwork must be approved via the Branding and Licensing Approval Form. | P-Card | Purchase Order (through buyBAMA) | Use UA Approved Contract. | Artwork must be approved via the 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 | Concur Invoice | See the relocation section of the UA Spending Policy. Not allowable on P-Card. | ||
| Relocation/Moving Expenses | Moving Company | See the relocation section of the UA Spending Policy. Not allowable on P-Card. | Use UA Approved Contract. | Approved Contract. See Relocation of Household Goods information. Not allowable on P-Card. | |
| Relocation/Moving Expenses | Reimbursements | Concur Invoice | See Relocation of Household Goods information. Not allowable on P-Card. | ||
| Repair of Equipment | P-Card | All repairs to building-related equipment should be coordinated with Facilities Maintenance. | |||
| Royalties | Concur Invoice | ||||
| SAMS | Groceries are 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 | 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 the OIT Software Catalog first, then from contract vendors. |
| Software | Requiring signed license agreement | P-Card | Purchase Order (through buyBAMA) | Requiring a signed license agreement | |
| Space Heater | P-Card | Use UA Approved Contract. | Requires written approval from the University Energy Manager. | ||
| Speakers & Lecturers | Concur Invoice | See Professional Services Guidelines. | |||
| Sponsorships | P-Card | Concur Invoice | Artwork must be approved via the Branding and Licensing Approval Form. Then, it 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 | Use UA Approved Contract. | Artwork must be approved via the Branding and Licensing Approval Form. | ||
| Uniforms | Anything that Faculty, Staff, or Students will wear to represent the University or distinguish you within a workplace or at a University function. | P-Card | Use UA Approved Contract. | For guidance, refer to the Uniforms, Clothing, Shoes, and Accessories webpage. | |
| Vehicle Rentals | Off-Campus Vendor (Local and Out-of-State) | P-Card | Concur Invoice to Non-UA Employee | P-Card (if applying the GSA Per Diem Method) Use UA Approved Contract. | See the UA Travel Policy. See the Rental Car Reservation Instructions |
| Vehicle Rentals | UA Fleet Services | Departmental Transfer | https://fleet.ua.edu/ | ||
| Vehicle | Purchase Order (through buyBAMA) | Must be reviewed via Vehicle Request Form | |||
| Visas for International Travel | P-Card | Concur Invoice | See the UA Travel Policy. |