The following types of transactions are approved P-Card charges when the total amount, including freight, does not exceed $25,000. Transactions that are $25,000 and over could possibly require a purchase order and would need to be entered into Banner as a purchase requisition for Procurement Specialist review.
NOTE: This is intended as a guide. You must consult University Spending Policies, Travel Policies, Purchasing Policies, and Bid Guidelines to ensure the proper expenditure of funds.
- Advertisements – All advertising is to be paid using the purchasing card. If a signed contract or agreement exists, it must be reviewed by Contract Management.
- Airfare – Individuals traveling for University business. Department approval is required.
- Animal Resources – Should be used for labs or research projects.
- Appliances – Must have a demonstrated business need.
- Books
- Car Rentals – For University-related business trips
- Catering – If a signed contract or agreement exists, it must be reviewed by Contract Management. Also, please review the Catering information provided by Risk Management.
- Conference Registration Fees
- Controlled Substances or Chemicals – Must have appropriate approvals and documentation.
- Copying/Duplicating – Off-campus; Must be purchased from the current contract vendor.
- Floral Arrangements – For approved events such as Graduation, Honors Day.
- Food – Bulk food items for preparation typically purchased at grocery stores for business-related meetings, or Doster Café and Brewer Porch.
- Internet Purchases – Allowable items only.
- Lab Supplies
- Landscaping Supplies
- Laundry & Cleaning Services
- Leases/Rentals – Equipment, A/V Equipment, Booth Rentals with appropriate approvals.
- Lodging/Hotels – Restrictions apply; see UA Travel Policy.
- Lodging for Speakers, Guests, Lecturers
- Mailing Services
- Medical Supplies
- Membership Fees
- Mini Blinds – Must be purchased from the current contract vendor.
- Pagers
- Parking Services – Restrictions apply; see UA Travel Policy.
- Office Supplies – Must be purchase from the current contract vendor.
- Parts for In-House Repairs
- Photographic Film and Slide Processing
- Postage and Shipping Expenses – UPS is UA’s current contract vendor.
- Printer Cartridges – Must be purchased from the current contract vendor.
- Printing – All orders for stationary, envelops, and business cards must be directed to University Printing Services to comply with University graphic standards.
- Promotional Items – ALL promotional items must have an approved UA logo to be allowable.
- Propane Gas – NOT motor fuel.
- Radioactive Materials – Must have appropriate approvals and documentation.
- Repairs
- Restaurants – Including fast food vendors for deliveries to campus for business meetings and other allowable events. Additionally, meals served at restaurants for guests, recruits, etc. are allowable transactions on the P-Card (consult UA Spending Policy). This does NOT include meals while on travel status.
- Shuttle Service – Restrictions apply, see UA Travel Policy.
- Software – All purchases for software, including application subscriptions, cloud and hosting services, AI (Artificial Intelligence), or data analysis tools will require an approved Technology Security and Compliance Review assessment. This applies to P‑Card purchases, reimbursable expenses, and any other payment methods. Note: The form will not be required for asset purchases, such as stock images, font libraries, etc. Any agreement that requires a signature will need to be submitted through Contract Management’s Procurement Contract Portal for review and execution.
- Specialty Gases in Cylinders – Must be purchased from the current contract vendor.
- Subscriptions – Journals, Periodicals and Book Renewals.
- Taxi Service – Restrictions apply, see UA Travel Policy.
- Website Domain Registration Fees