Purchasing Methods | Financial Policies

Page last updated

09/18/2024

The following table outlines purchasing methods that can be utilized for specific categories of Business-Related expenses, provided all requirements for Allowable Expenditures are met. This list is not inclusive of all expense categories. Purchases allowed on DV and PCard must adhere to the limits established per policy. An individual purchase from any merchant may not exceed the single transaction limit of $10,000 when utilizing the PCard. Certain categories may require pre-approval or be subject to restriction, as noted.

EXPENDITURE CATEGORY	DV	IB / SB	PCARD*	PCARD WITH (T&E) ENHANCEMENT*	REQS
Purchases over $10,000	Restricted⁽¹⁾	Allowed	Not Allowed	Not Allowed	Allowed
Purchases over $25,000	Restricted⁽¹⁾	Allowed	Not Allowed	Not Allowed	Allowed
Purchases from another University department	Not Allowed	Allowed⁽²⁾	Not Allowed	Not Allowed	Not Allowed
Airfare and primary transportation (shuttle, bus, train, taxi)	Restricted⁽³⁾	N/A	Not Allowed	Restricted⁽⁴⁾	Allowed
Animal medical services	Restricted⁽¹⁾	Allowed	Allowed	Allowed	Allowed
Animals⁽⁵⁾	Restricted⁽¹⁾	Allowed	Not Allowed	Not Allowed	Allowed
Building construction and maintenance expenses	Restricted⁽¹⁾⁽⁶⁾	Allowed	Restricted⁽⁶⁾	Restricted⁽⁶⁾	Restricted⁽⁶⁾
Business Meals	Restricted⁽³⁾	Allowed	Not Allowed	Allowed	Allowed
Cash Advances	Restricted⁽⁷⁾	N/A	Not Allowed	Not Allowed	Not Allowed
Charter Aircraft	Not Allowed	N/A	Not Allowed	Not Allowed	Allowed
Charter Buses	Restricted⁽³⁾	N/A	Allowed	Allowed	Allowed
Apparel	Allowed	Not Allowed	Not Allowed	Not Allowed	Allowed
Commissions, permission fees, and royalties	Allowed⁽⁸⁾⁽⁹⁾	N/A	Not Allowed	Not Allowed	Allowed⁽⁸⁾⁽⁹⁾
Conflict of Interest Vendors	Allowed⁽¹⁰⁾	N/A	Not Allowed	Not Allowed	Allowed⁽¹⁰⁾
Cooperating (Mentor) Teachers	Allowed	N/A	Not Allowed	Not Allowed	Not Allowed
Employee Service and Achievement Awards	Restricted⁽³⁾	Allowed	Restricted⁽¹²⁾	Restricted⁽¹²⁾	Allowed
Entertainers and Performers⁽¹³⁾	Allowed	N/A	Allowed	Allowed	Allowed
FedEx	Allowed⁽¹⁴⁾	N/A	Allowed	Not Allowed	Not Allowed
Firearms or ammunition	Restricted⁽¹⁾	N/A	Not Allowed	Not Allowed	Allowed
Flowers and decorations for an official University event	Restricted⁽³⁾⁽¹⁵⁾	N/A	Allowed⁽¹⁵⁾	Allowed⁽¹⁵⁾	Allowed⁽¹⁵⁾
Food (other than Business Meals)⁽¹⁶⁾	Restricted⁽³⁾	N/A	Allowed	Allowed	Allowed
Foreign tangible purchases	Allowed⁽³⁹⁾	N/A	Allowed⁽³⁹⁾	Allowed	Allowed
Foreign services/software	Allowed⁽⁹⁾	N/A	Not Allowed	Not Allowed	Allowed⁽⁹⁾
Foreign Visitors (Nonresident Aliens), payments to or on-behalf of	Restricted⁽¹⁷⁾	N/A	Not Allowed	Not Allowed	Restricted⁽¹⁷⁾
Gasoline	Restricted⁽³⁾	N/A	Not Allowed	Restricted⁽¹⁸⁾	Allowed
Hazardous and biohazardous materials⁽¹⁹⁾	Restricted⁽¹⁾	N/A	Restricted⁽²⁰⁾	Not Allowed	Allowed
Hotels	Restricted⁽³⁾	N/A	Not Allowed	Restricted⁽²¹⁾	Allowed
Human Medical Services (includes medical care, patient care, and related services)	Restricted⁽²²⁾	N/A	Not Allowed	Not Allowed	Allowed
Manuscript reviewers who will be paid $599 or less during the calendar year	Allowed	N/A	Not Allowed	Not Allowed	Allowed
Manuscript reviewers who will be paid $600 or more during the calendar year	Not Allowed	N/A	Not Allowed	Not Allowed	Allowed
Officials for NCAA sponsored events	Allowed⁽²³⁾	N/A	Not Allowed	Not Allowed	Allowed
Online Marketplace (PayPal permitted if used in conjunction with marketplaces)⁽¹¹⁾	Allowed	N/A	Allowed	Allowed	Allowed
Payments to individuals/Independent Contractor Services	Restricted⁽²⁴⁾	N/A	Not Allowed	Not Allowed	Allowed
Postage < $1,000	Allowed⁽²⁵⁾	N/A	Allowed⁽²⁶⁾	Allowed⁽²⁶⁾	Allowed⁽²⁵⁾
Postage > $1,000	Not Allowed	N/A	Allowed⁽²⁶⁾	Allowed⁽²⁶⁾	Allowed⁽²⁵⁾
Prepaid Cards (gift cards/certificates, eGiftcards, vouchers, phone cards	Allowed⁽²⁷⁾	Allowed⁽²⁷⁾	Not Allowed	Not Allowed	Allowed⁽²⁷⁾
Products or merchandise with a University trademark	Restricted⁽²⁸⁾	Allowed	Restricted⁽²⁸⁾	Restricted⁽²⁸⁾	Restricted⁽²⁸⁾
Recruitment advertising	Allowed	N/A	Allowed	Allowed	Allowed⁽²⁹⁾
Refunds to sponsors	Restricted⁽³⁰⁾	N/A	Not Allowed	Not Allowed	Not Allowed
Registration fees (local and travel-related), use Object Code 5520	Restricted⁽³⁾	N/A	Allowed	Allowed	Allowed
Relocation/Moving expenses for employees⁽³¹⁾	Not Allowed	N/A	Not Allowed	Not Allowed	Not Allowed
Rental vehicles	Restricted⁽³⁾	Allowed⁽³²⁾	Not Allowed	Restricted⁽³³⁾	Allowed
Research/Business moving expenses	Allowed⁽³⁴⁾	N/A	Allowed⁽³⁴⁾	Allowed⁽³⁴⁾	Allowed⁽³⁴⁾
Scholarship awards to postdoctoral fellows	Allowed	N/A	Not Allowed	Not Allowed	Not Allowed
Scholarship awards to students	Not Allowed	Not Allowed	Not Allowed	Not Allowed	Not Allowed
Subject pay	Allowed⁽³⁵⁾	N/A	Not Allowed	Not Allowed	Not Allowed
Subscriptions⁽³⁶⁾	Allowed	N/A	Allowed	Allowed	Allowed
Temporary Employment Services Vendors	Allowed	N/A	Allowed	Allowed	Allowed
Utility invoices (telephone, internet, electric, gas, water, refuse)	Allowed	Allowed	Allowed	Allowed	Allowed⁽³⁷⁾
Visiting expert or guest speaker	Allowed⁽³⁸⁾	N/A	Not Allowed	Not Allowed	Allowed⁽³⁸⁾

* If the PCard purchase must be accompanied by a contract requiring signature, send the contract to the Contracting team for review, approval and signature prior to making any payments with the PCard.