|
All purchases should be retained by the University, used for business purposes only, not require a contract and not be in excess of $5,000.
|
| Advertising/Job Posting
|
No
|
|
These expenses should be coordinated through Human Resources.
|
| Alcohol
|
No
|
|
|
| Ammunition
|
No
|
|
See Regent’s Policy for more information.
|
|
Appliances
|
Yes
|
660100
|
Examples include refrigerators, microwaves, coffeemakers, dishwashers, etc.
|
| Awards
|
No
|
|
Items not retained by the University are not allowable on the Pcard. Examples include but are not limited to certificates, medals, trophies, etc. See the Awards/Acknowledgements/Appreciation policy for more information.
|
|
Books
|
Yes
|
608100
|
Examples include books, journals, magazines, etc.
|
|
Bottled Water/Beverages
|
Yes
|
630400
|
Examples include large jugs of water for beverage units and individual sized bottles of water or other non-alcoholic beverages.
|
| Bottled Water Service/Water Machine Rental
|
No
|
|
See the Purchasing Small Dollar policy for more information.
|
| Cash
|
No
|
|
Examples include but are not limited to money orders, wire transfers, traveler’s checks, ATM withdrawals, etc.
|
|
Cellular/Smart Phone Service
|
Yes
|
860100
|
See the Communication Devices and Services policy for more information.
|
|
Cellular/Smart Phones
|
Yes
|
660540
|
Does not include disposable phones.
|
| Certification/Accreditation
|
No
|
|
|
|
Classroom Materials/ Educational Supplies
|
Yes
|
608400
|
Examples include bulletin board supplies, crayons, chalk, stickers, etc.
|
| Cloud/Data Storage
|
No
|
|
All information system resources receiving, storing and/or transmitting University data must have a Product Review completed by OUHSC IT to identify risks and necessary regulatory controls. See the Information Security R.I.S.K program for more information.
|
| Coffee Service/Coffee Machine Rental
|
No
|
|
See the Purchasing Small Dollar policy for more information.
|
|
Coffee/Coffee Supplies
|
Yes
|
630400
|
Coffee should be used primarily for visitors and available in a public area. Examples include coffee, K-cups, coffee filters, creamer, sugar, tea, cocoa, stirrers, etc.
|
|
Computer Parts/Technology Supplies
|
Yes
|
602300
|
Examples include cords, cables, calculators, surge protectors, etc.
|
| Conference Registrations
|
No
|
|
The Pcard can only be used if no travel related expenses will be incurred and prepayment requirements are met. See the Registration Fees policy for more information.
|
| Construction/Renovation
|
No
|
|
|
| Contracts/Agreements
|
No
|
|
Any purchase involving a signed contract, agreement, or terms/conditions must be processed through the Purchasing Department.
|
|
Copies/Prints
|
Yes
|
831000
|
See Printing Services for more information.
|
|
Décor
|
Yes
|
602700
|
Examples include baskets, frames, clocks, pictures, pots, mirrors, etc.
|
| Desktop Computers / Laptop Computers
|
No
|
|
See prescribed IT purchasing procedures
|
| Domain Names
|
No
|
|
All information system resources receiving, storing and/or transmitting University data must have a Product Review completed by OUHSC IT to identify risks and necessary regulatory controls. See the Information Security R.I.S.K program for more information.
|
|
Electronic / Digital / Online Materials
|
Yes
|
602500
|
Not allowable when downloaded on a personal device. Examples include electronic books, apps, images, etc.
|
|
Electronics
|
Yes
|
660100
|
Examples include televisions, DVD players, weather radios, etc.
|
|
Employee Testing/Exams
|
Yes
|
608200
|
Examples include proficiency tests, board exams, licensing exams, etc.
|
|
Employee Training
|
Yes
|
920350
|
Examples include training on Microsoft Office, 3D printers, medical techniques, etc.
|
| Entertainment / Events/Activities
|
No
|
|
|
|
Equipment / Equipment Parts
|
Yes
|
660100
|
Examples include laboratory equipment, research equipment, video conferencing equipment, etc.
|
|
Event Supplies
|
Yes
|
630450
|
Examples include banners, table linens, centerpieces, etc.
|
|
Fees
|
Yes
|
920550
|
Examples include fees for applications, copyrights, mailing lists, vital records, etc. Also see Publication Fees - 830150. If related to a travel objective, these expenses should be paid on a Travel Card.
|
| Firearms
|
No
|
|
See Regent’s Policy for more information.
|
| Food
|
No
|
|
Only allowable for non-human consumption/use. Business meals may be paid for with the Travel Card. See Food and Beverage policy for more information.
|
| Foreign Vendors
|
No
|
|
Payments to foreign vendors (including purchases shipped and/or billed from a foreign country) are not allowable without prior approval.
|
|
Freight / Shipping / Handling
|
Yes
|
920500
|
See Shipping Contracts for more information.
|
| Fuel
|
No
|
|
|
|
Furniture
|
Yes
|
660100
|
See Furniture Contracts for more information.
|
| Gift Cards / Gift Certificates
|
No
|
|
See Participant Incentive Gift Cards policy for more information.
|
| Gifts
|
No
|
|
|
|
Greeting / Seasonal Cards
|
Yes
|
922310 or 922320
|
Cards should be purchased for business purposes only and should not be personal in nature. Cards to promote activities for students should be coded as 922310. Cards to promote activities for patients, recruits, employees or other business associates should be coded to 922320. Cards to promote employee activities should demonstrate a sufficient business need.
|
| Insurance
|
No
|
|
|
| Labor / Maintenance / Repair
|
No
|
|
See the Purchasing Small Dollar policy for more information.
|
|
Laboratory Supplies
|
Yes
|
600100
|
Examples include chemicals, gases, beakers, pipettes, etc.
|
| Late Fees
|
No
|
|
See Late Fees policy for more information.
|
|
Laundry Services
|
Yes
|
810600
|
Examples include laundry services for bed linens, scrubs, lab coats, gowns, towels, etc.
|
| Leases
|
No
|
|
See the Purchasing Small Dollar policy for more information.
|
| Licenses
|
No
|
|
|
| Lodging
|
No
|
|
The Travel Card should be used for travel expenses.
|
| Memberships
|
No
|
|
Only allowable for institutional memberships.
|
|
Notary/Notary Renewal
|
Yes
|
920700
|
Examples include payments for the first notary, subsequent renewals, notary stamps or seals.
|
|
Office Supplies
|
Yes
|
602700
|
Examples include pens, paper, nameplates, staples, etc.
|
|
Patient Supplies
|
Yes
|
604100
|
Examples include masks, gloves, test strips, syringes, etc.
|
| Personal Expenses
|
No
|
|
|
|
Personal Safety Supplies
|
Yes
|
604300
|
Examples include hard hats, harnesses, safety vests, respirators, etc.
|
|
Phone/Data/Internet Services
|
Yes
|
860100
|
Examples include cellular service, pager service, land-line phone service, data/internet access, etc.
|
|
Photos/Videos
|
Yes
|
602600
|
Examples include physical photos, DVDs, CDs, etc. Online or digital materials should be coded as 602500.
|
| Photography/Videography
|
No
|
|
|
|
Physician Credentialing
|
Yes
|
829100
|
Examples include verifications on licensure, malpractice awards, exclusion participation, etc.
|
|
Pike Pass
|
Yes
|
701146
|
Only allowable for use in University owned vehicles.
|
| Postage Stamps
|
No
|
|
|
| Prepayment
|
No
|
|
See Prepayment Policy for more information.
|
| Printers
|
No
|
|
See prescribed IT purchasing procedures.
|
| Publication Fee
|
Yes
|
830150
|
Payments for fees associated with publication such as article processing, manuscript costs, journal submissions, copyright, page charges and abstract. Often used by research grants. If related to a travel objective, these expenses should be paid on a Travel Card.
|
| Radioactive Materials
|
No
|
|
See the Purchasing Small Dollar policy for more information.
|
| Recruitment / Promotional Items
|
No
|
|
|
| Rent/Lease Equipment
|
No
|
|
See the Purchasing Small Dollar policy for more information.
|
|
Resale Items/Merchandise
|
Yes
|
921100
|
Items purchased for the purpose of resale are allowable on the Pcard if they are in compliance with the Pcard Guide.
|
| Royalties
|
No
|
|
|
| Services
|
No
|
|
See the Purchasing Small Dollar policy for more information.
|
|
Shop Supplies
|
Yes
|
606900
|
Examples include hardware, tools, janitorial supplies, etc.
|
| Software / Software Renewals / Software Maintenance
|
No
|
|
All information system resources receiving, storing and/or transmitting University data must have a Product Review completed by OUHSC IT to identify risks and necessary regulatory controls. See the Information Security R.I.S.K program for more information.
|
|
Subscriptions
|
Yes
|
830600
|
Allowable when mailed to a University address. Online subscriptions must be transferable to another employee or for multiple users.
|
| Tobacco
|
No
|
|
|
| Tuition
|
No
|
|
|
|
Uniforms / Clothing / Apparel
|
Yes
|
600300
|
Examples include uniforms, scrubs, lab coats, etc.
|
| Utilities
|
No
|
|
|
| Warranties
|
No
|
|
|
|
Webinars
|
Yes
|
701227
|
See the Registration Fees policy for more information.
|