Payment Card & Restricted Items Matrix | Procurement

Payment Card & Restricted Items Matrix | Procurement
Payment Card & Restricted Items Matrix
The Payment Card & Restricted Items Matrix makes it easier to determine what can be purchased on PCard and T&E, and when additional approvals or processes are required for a good or service, regardless of the purchasing method. This resource provides a clear
status for each commodity
Allowed
Restricted
, or
Not Allowed
— along with guidance on the applicable purchasing method and any required steps.
Procurement PCard
Procurement PCard
You may use your PCard to purchase most goods under $10,000. Refer to the
PCard FAQs
for additional details, including specific guidance on purchases such as equipment and decorations. If an expense type is not listed in the matrix, it may:
Require exceptional approval, or
Need to be processed through an alternate purchasing method, such as a Purchase Order (PO).
For PCard questions or exceptional approvals, contact
pcard@ucr.edu
Travel & Entertainment (T&E) Card
Travel & Entertainment (T&E) Card
The T&E Card is intended for the cardholder’s own business-related expenses. Cardholders may use the T&E Card for others’ travel only if:
They are designated as a Team Leader, or
The purchase relates to an approved UCR business meeting or entertainment event.
For T&E Card policy inquiries, submit a ticket through
Finance and Administration Support
Related Resources & Status Definitions in the Matrix
Related Resources:
'PCard vs T&ECard' guide
Status Definitions in the Matrix
Status
Meaning
Allowed
Permitted without special approvals beyond standard reconciliation.
Restricted
Permitted only with conditions (e.g., Trip ID, PO/contract review, approvals, or process steps).
Not Allowed
Explicitly disallowed per policy; route via PO/Procurement or use the T&E process.
Expense Type
T&E Card
PCard
Considerations/Restrictions
Advertising-Fed Allow-Recruit
Not Allowed
Allowed
External sponsorships —such as event table sponsorships—require
pre-approval from the Chancellor, and the approval must be attached to the purchase requisition/expense.
Submit requests to
chancellorapprovals@ucr.edu
before any commitment or purchase. Departments must specify what UCR will receive in return. Only institutional/non-restricted funds may be used; reimbursement is not guaranteed without prior approval.
Advertising-Fed Unallowable
Not Allowed
Allowed
Contact Procurement Services prior to payment and for any contract docs that requires signature.
Airfare
Allowed
Not Allowed
Trip must have an approved Pre‑Trip Request (Concur Trip ID). Preferred payment is Direct Charge via Concur/Anthony Travel or the traveler’s T&E Card. PCard may be used by departmental staff for business travelers; separation of duties applies—cardholders may not use their own PCard for their travel. When purchased using a PCard, automatic Traveler Insurance Registration for comprehensive coverage does not apply. Review cancellation terms before payment. Record prepaid airfare in the Travel Expense Report. (Ref: BFB G‑28; UCR 900‑40, 900‑80, 750‑70)
Airline Fees
Allowed
Restricted
Allowable airline-imposed fees (e.g., baggage, seating) follow G‑28. Use traveler’s T&E Card or reimburse via Travel Expense Report; PCard use is generally not appropriate except when paying the airfare on behalf of the traveler. (Ref: BFB G‑28; 900‑40)
Alcoholic Beverages
Restricted
Not Allowed
Alcohol is prohibited on PCard. If allowable under BUS‑79, charge to appropriate fund via T&E Card/PO with required approvals; allocate alcohol separately. (Ref: BFB BUS‑79; UCR 750‑70)
Ammunition / Explosives / Firearms
Not Allowed
Not Allowed
Prohibited from PCard - BFB BUS-43; Part 3. Must be processed through via PO with an authorized approval from Environmental Health and Safety.
Animal Food
Not Allowed
Allowed
Animal Purch - Non-Inventorial
Not Allowed
Allowed
Artwork
Not Allowed
Not Allowed
Prohibited from PCard - UCR Policy 750-63.
Automotive Supplies
Not Allowed
Allowed
Bindery
Not Allowed
Allowed
Book/Serial/Periodical-Non-Inv
Allowed
Allowed
T&E Card charges only while on "Travel Status" with a valid business justification (ex. Conference/Research materials)
Bookcases & shelving
Allowed
Not Allowed
Bookcases and shelving units are generally considered functional storage rather than furniture. While furniture (e.g., sofas, tables) is intended to make a space habitable, shelving serves a specific organizational purpose. These items are allowable for purchase on a PCard when used to support departmental operations, such as storing files, equipment, or supplies. Purchases made solely for decorative purposes are not be allowable. All requests are subject to case-by-case review to ensure compliance with policy and intended use.
Bottled Water
Not Allowed
Restricted
Exceptional Approval Required for PCard - UCR Policy 750-63. Must have an authorized approval from College/Org.Unit Financial Officer or Designee (Considerations for approval may include proximity to existing potable water sources and use of area to be served, e.g. meeting room, etc.). For example: Culligan, Arrowhead, Sparkletts, etc. “dispensed” water primarily located in lab areas, areas where utility drinking water has been shut-off, and areas without a drinking fountain is allowed with prior approval. Departments may set-up "dispensed" water delivery in Procurement Services. A purchase order is required for documentation and audit purposes. Departments must either provide a valid COA or may elect to be individually billed and make payment via PCard. Individual sized bottled drinking water is prohibited.
Buildings or Remodeling of Buildings
Not Allowed
Not Allowed
Prohibited from PCard - UCR Policy 750-63. Contact Design & Construction.
Bus Charters
Not Allowed
Not Allowed
Prohibited from PCard. Only pre-approved bus charter companies may be contracted with to provide services to UCR staff and students. See
Bus Charter Services
Business Meals
Allowed
Not Allowed
For T&E Card, alcohol must be allocated to an appropriate funding source as specified in UCOP Policy BUS-79 on university-related Business Entertainment Expenses. Alcohol purchases for on-campus events must be reviewed by Risk Management. Not allowable on PCard.
Business Meeting Rental/Catering
Allowed
Not Allowed
Not allowable on PCard. Use T&E Card or PO in accordance with BUS-79. All contracts and venue agreements must be reviewed by Procurement Services before commitment. Events exceeding $5,000 or requiring contracts must be purchased via PO. For events under $5,000, contract documentation must still be reviewed and approved by Procurement Services prior to purchase. Rental of equipment, decorations, flowers, or similar items for an event is not allowable on the T&E Card.
Car Rental
Allowed
Not Allowed
Car Rental Fuel
Allowed
Not Allowed
Cash Advances
Allowed
Not Allowed
Cash advances are not permitted on PCard. Follow Concur cash advance process when justified; one advance per trip, clear within 21 days; delinquent advances may be charged to default COA. (Ref: UCR 900‑40)
Cell Phones
Not Allowed
Restricted
New service must be processed through via PO. Replacement instruments and accessories may be purchased with the PCard or via a PO. Note: The PCard must be used for the payment of airtime services.
Clothing-Not Uniforms, Lab Coats
Not Allowed
Restricted
Reference Approved Logo, UC Article 10/Code of Conduct, and Sustainability guidelines apply. See
Required Reviews & Approvals for Branded Materials
. For additional guidance or assistance with authorized suppliers, contact Procurement Services.
Cmpt Supplies
Not Allowed
Allowed
ex. HVAC Supplies
Coffee, Coffee Pots (for employee personal use)
Not Allowed
Not Allowed
Prohibited - UCR Policy 750-63.
Comm, Access Charges, Internet
Not Allowed
Allowed
Comm, Cellular Phone
Not Allowed
Allowed
Comm, Instrument Purchase-Non-Inventorial
Not Allowed
Allowed
Contact Procurement Services - may require a PO.
Comm, Materials (Not Equip)
Not Allowed
Allowed
Comp Equip, Non-Inv Less than $4999
Not Allowed
Allowed
Conference & Event Registration Fees
Allowed
Restricted
Events exceeding $5,000 or requiring contracts must be purchased via PO. For events under $5,000, contract documentation must still be reviewed and approved by Procurement Services prior to purchase. Rental of equipment, decorations, flowers, or similar items for an event is not allowable on the T&E Card. Preferred payment is Direct Charge (ePay ‘Other’) or the traveler’s T&E Card with Trip ID. PCard may be used by departmental staff when appropriate; ensure terms and conditions are reviewed by Procurement if signature or acceptance is required. Prepaid fees must be recorded in the Travel Expense Report. (Ref: UCR 900-40; BFB G-28; 750-70)
Consultants
Not Allowed
Not Allowed
Prohibited from PCard - UCR Policy 750-27. Must be processed via PO and authorized approval must be obtained from Department Chair, Dean or Vice Chancellor, Chief Procurement Officer and Research Office.
Contracts for Entertainment, i.e. bands, theater groups, etc.
Not Allowed
Not Allowed
If terms/conditions or signatures are required, route to Procurement Services for review and execution; do not use PCard. Use PO via Oracle Procurement. (Ref: UCR 750‑70; 750‑63)
Controlled Substances/ or Dangerous Drugs
Not Allowed
Not Allowed
Prohibited from PCard. Bus 43; Part 3, UCR Policy 850-35. May only be purchased by an authorized Department Representative or Health & Safety. Must be processed via PO.
Copyright and Royalty Fees
Not Allowed
Allowed
Cost of Goods Sold (COGS)
Not Allowed
Allowed
Coverings for Windows, Floors, and/or Walls
Not Allowed
Not Allowed
Prohibited from PCard - UCR Policy 750-63. Must be processed via PO with authorization from Health & Safety, Design and Construction and Physical Plant.
Custodial Paper Goods
Not Allowed
Allowed
Custodial-Non-Paper/Chemicals
Not Allowed
Allowed
Decorative Items
Not Allowed
Not Allowed
Decorations for general beautification are not permitted. Event‑specific decor with valid business purpose must follow BUS‑79 and be purchased via PO. (Ref: BUS‑79; UCR 750‑70)
Dry Ice
Not Allowed
Allowed
Specific disposal requirement are applicable (EH&S guidelines)
Electrical/Electronic Supplies
Not Allowed
Allowed
Employee recognition gifts (non-cash)
Not Allowed
Not Allowed
Follow BFB G‑41 (and G‑42 as applicable). Most non‑cash gifts/awards should be reimbursed via ePay or purchased through approved programs/vendors. PCard may be used to make purchases under the UCR Staff Retirement Gift Program; exceptional approval from Procurement Services is required for gift card purchases. (Ref: BFB G‑41; UCR 750‑70) See
Reference Guide on Giving Gifts to Employees/Non Employees
Equip Non-Inv/Comp Less than $4999
Not Allowed
Allowed
Equipment (Inventorial) - Defined as a freestanding item greater than $5,000 with a useful life of one year or more
Not Allowed
Allowed
The requirements for inventorial equipment are that the cost must be between $5,000 and $9,999 and useful life ≥ 1 year. A PCard requisition is required, and if a signature is needed, a Buyer must sign off. Ensure the correct Category Account Code for inventorial equipment is used, such as 560200, 560210, 560220, 560225, 560230, 560240, or 560250. The Concur expense types for inventorial equipment can be found under "Other." Additionally, departments must email a PDF copy of the PCard requisition to General Accounting at equipment@ucr.edu. A purchase becomes restricted on the PCard when the total cost, including shipping and taxes, is $10,000 or more. In such cases, the purchase must be processed through a requisition - the Suggested Buyer field must be left blank, so the order is assigned to a Procurement Services Buyer. (Ref: UCR 750‑70)
Ethyl Alcohol
Not Allowed
Not Allowed
Film and Recording Tape
Not Allowed
Allowed
Fire Fighting Equipment
Not Allowed
Not Allowed
Prohibited from PCard - UCR Policy 750-63. Must be processed via PO with an approval from Health and Safety (except for Health and Safety).
Flowers as gift, bereavement or decoration.
Not Allowed
Restricted
Follow BFB G‑41 (and G‑42 as applicable). Most non‑cash gifts/awards should be reimbursed via Concur or purchased through approved programs/vendors. PCard use is restricted/prohibited unless explicitly allowed (e.g., length‑of‑service via approved vendor). (Ref: BFB G‑41; UCR 750‑70) See
Reference Guide on Giving Gifts to Employees/Non Employees
Food Preparation Equipment (Other than for labs or Food Service areas)
Not Allowed
Not Allowed
Prohibited from PCard for Departments Other than Childcare, Dining Services, and Health Care - UCR Policy 750-63. Must be processed via PO with an approval from Vice Chancellor/Dean.
Food Service Supplies
Not Allowed
Not Allowed
Food, Staples and Other
Not Allowed
Not Allowed
Food and beverages for human consumption are not allowed on PCard except by authorized campus operations per program guidance (e.g., Childcare, Dining Services, Health Center). Use BUS‑79 compliant methods (T&E Card/PO) with required approvals when allowable. (Ref: BUS‑79; UCR 750‑70)
Foodstuffs, Beverages not Business/Entertainment Related (Procurement Card can only be used by Childcare, Dining Services & Health Center)
Not Allowed
Not Allowed
Food and beverages for human consumption are not allowed on PCard except by authorized campus operations per program guidance. (e.g., Childcare, Dining Services, Health Center). Use BUS‑79 compliant methods (T&E Card/PO) with required approvals when allowable. (Ref: BUS‑79; UCR 750‑70)
Forms/Stationery/etc.
Not Allowed
Allowed
Freight
Not Allowed
Allowed
Furniture
Not Allowed
Not Allowed
Furniture purchases are not permitted on PCard. Follow campus furniture procurement procedures and use PO/Storehouse as applicable. (Ref: UCR 750‑63; 750‑70) See
Furniture
Gases - Compressed and Liquid - No Demurrage
Not Allowed
Allowed
Gift to Host In Lieu of Lodging
Allowed
Not Allowed
Follow BFB G-28. A non-cash gift up to $75 may be reimbursed via Concur. The $75 limit does not apply to non-cash awards or gifts covered under BFB G-41 or BFB G-42.
Glass, Glassware, and Ceramics
Not Allowed
Allowed
Depends as Prop 65 is applicable; Sustainability guidelines and lead content
Ground Transportation
Allowed
Not Allowed
Group Meals and Incidentals (Travel Status)
Allowed
Not Allowed
Hardware
Not Allowed
Allowed
HazMat Packing Materials
Not Allowed
Allowed
UCR Policy 750-63 - May be processed with the PCard or PO with an Physical Plant’s approval.
Heaters and Air Conditioners (other than research application).
Not Allowed
Restricted
Household Moves
Not Allowed
Not Allowed
Insignia Items
Not Allowed
Allowed
Preferred Suppliers; UC Article 10 and UC Code of Conduct Applicable. See
Required Reviews & Approvals for Branded Materials
Insurance
Not Allowed
Not Allowed
Prohibited from PCard - Contact the Office of Insurance and Business Agreements.
Internet Access
Allowed
Allowed
Utility payments are allowable on the PCard at the department level only, not for individual use. Utility payments are also allowed on the T&E Card while on travel status. (Ref: BFB G-28; UCR 750-70)
Items from outside the U.S. which require permits for importation
Not Allowed
Not Allowed
Prohibited from PCard - UCR Policy 750-63. Must be processed via PO.
Items requiring a waiver of liability
Not Allowed
Not Allowed
Lab Supplies Other
Not Allowed
Allowed
Lodging - (Hotels/Motel reservations)
Allowed
Allowed
Airfare and lodging are allowable on the PCard as long as the expenses are not for the cardholder. Cardholders may use the PCard to make arrangements on behalf of others. All travel must have an approved Pre-Trip Request (Concur Trip ID). The preferred payment method is Direct Charge through Concur/Anthony Travel or T&E Card. The departmental PCard may only be used to pay room, taxes, and required resort fees when applicable — do not share the card with travelers. Incidentals must be paid by the traveler. Any prepaid amounts must be recorded in the Travel Expense Report. (Ref: BFB G-28; UCR 900-40, 900-80, 750-70)
Lodging - Advanced Deposit
Allowed
Allowed
Trip must have an approved Pre‑Trip Request (Concur Trip ID). Preferred payment is Direct Charge through Concur/Anthony Travel or T&E Card. Departmental PCard may pay only room, taxes, and required resort fees when applicable; do not share card with travelers. Incidentals must be paid by traveler. Record prepaid amounts in the Travel Expense Report. (Ref: BFB G‑28; UCR 900‑40, 900‑80, 750‑70)
Lodging - Group
Allowed
Allowed
Trip must have an approved Pre‑Trip Request (Concur Trip ID). Preferred payment is Direct Charge through Concur/Anthony Travel or T&E Card. Departmental PCard may pay only room, taxes, and required resort fees when applicable; do not share card with travelers. Incidentals must be paid by traveler. Record prepaid amounts in the Travel Expense Report. (Ref: BFB G‑28; UCR 900‑40, 900‑80, 750‑70)
Lodging - Tax
Allowed
Allowed
Lumber
Not Allowed
Allowed
Masonry Supplies
Not Allowed
Allowed
Meals & Incidentals (Travel Status)
Allowed
Not Allowed
Meals-Business Meetings (Travel Status)
Allowed
Not Allowed
Prohibited from PCard. Use T&E Card or PO in accordance with BUS‑79. Contracts and venue agreements must be reviewed by Procurement Services prior to commitment. (Ref: BFB BUS‑79; UCR 750‑70)
Meals-Social Activities/Entertainment (Travel Status)
Allowed
Not Allowed
Events exceeding $5000 or requiring contracts should be purchased via PO. Contract documentation for events less than $5000 must be reviewed and approved by Procurement Services prior to purchase. Rental of equipment, decorations, flowers, etc. for an event are not allowable on T&E card.
Media Res-No Photo/Illustra
Not Allowed
Allowed
Medical Fees
Allowed
Not Allowed
Necessary vaccinations, propholactic medications needed to travel abroad
Medical/Dental Supplies
Not Allowed
Not Allowed
Use punchout suppliers (e.g., Medline, Grainger, Fastenal) for departmental purchases.
Membership/Subscriptions-Fed Allow
Not Allowed
Allowed
Individual memberships and subscriptions to professional organizations are approved and managed at the unit level and do not require submission to the Chancellor’s Office. Institutional memberships funded by units are also managed at the unit level. Memberships and subscriptions should be paid on institutional/non-restricted funds. Individual memberships remain with the person if they leave UCR.
Important:
External sponsorships —such as event table sponsorships—require
pre-approval from the Chancellor
, and the approval must be attached to the purchase requisition/expense. Submit requests to
chancellorapprovals@ucr.edu
before any commitment or purchase.
Membership/Subscriptions-Fed Unallow
Not Allowed
Allowed
Individual memberships and subscriptions to professional organizations are approved and managed at the unit level and do not require submission to the Chancellor’s Office. Institutional memberships funded by units are also managed at the unit level. Memberships and subscriptions should be paid on institutional/non-restricted funds. Individual memberships remain with the person if they leave UCR.
Important:
External sponsorships —such as event table sponsorships—require
pre-approval from the Chancellor
, and the approval must be attached to the purchase requisition/expense. Submit requests to
chancellorapprovals@ucr.edu
before any commitment or purchase.
Metal, Sheet & Formed Stock
Not Allowed
Allowed
Prohibited from PCard. Must be processed via PO.
Moving Services
Not Allowed
Not Allowed
Office Supp-No paper/Prnt Cart
Not Allowed
Allowed
Office Supplies
Allowed
Allowed
Only while on Travel Status for T&E Card
Other Accommodations
Allowed
Not Allowed
ex. Camp Ground Fees
Paint and Other Finishes
Not Allowed
Allowed
Paint Sundries
Not Allowed
Allowed
Paper Prod/Stationary/Copy Pap
Not Allowed
Allowed
Parking
Allowed
Not Allowed
Parking for a rental car while on travel status or if a local venue requires parking for a cardholder involved in an activity BFB Bus 79
Passport/Visa Fees
Allowed
Not Allowed
Pharmaceutical Supplies
Not Allowed
Allowed
Allowed if not medical or veterinary supplies.
Photo/Photographic Processing
Not Allowed
Allowed
Only while on Travel Status for T&E Card
Photocopy/Repro Chg-Not Equip
Allowed
Allowed
Photographic Supplies
Not Allowed
Allowed
Plant, Advertising
Not Allowed
Allowed
Prior to payment - Contact Procurement Services for any contract docs that requires signature
Plant, CA Envir Qual Assurance
Not Allowed
Allowed
Plant, Printing
Not Allowed
Allowed
Use of the UC Name & Logo requires use of vetted suppliers. See
Required Reviews & Approvals for Branded Materials
Plumbing Supplies
Not Allowed
Allowed
Printer Cartridges
Not Allowed
Allowed
Publications/Reprints-Non-Inv
Not Allowed
Allowed
Purchases from vendors requiring a signed contract.
Not Allowed
Not Allowed
If terms/conditions or signatures are required, route to Procurement Services for review and execution. (Ref: UCR 750‑70; 750‑63)
Radioactive Items
Not Allowed
Restricted
UCR Policy 750-63. May use PO or PCard if approval on file from Health & Safety.
Real property rentals, leases and purchases
Not Allowed
Not Allowed
Prohibited from PCard - UCR Policy 750-63. Contract the Office of Real Estate Development.
Rent of Cylinders - Demurrage
Not Allowed
Allowed
Prior to payment - Contact Procurement Services for any contract docs that requires signature
Rentals
Not Allowed
Not Allowed
Prohibited from PCard - UCR Policy 750-63. Must be processed via PO. Contact the Procurement Services (Commodity) Buyer to discuss.
Rep/Alter/Maint-Eq(Not Computer)
Not Allowed
Allowed
Okay for payment after review/approval from Procurement Services or others
Repair/Alter/Maint - Alarms
Not Allowed
Allowed
Okay for payment after review/approval from Procurement Services or others
Repair/Alter/Maint-Carpentry
Not Allowed
Allowed
Okay for payment after review/approval from Procurement Services or others
Repair/Alter/Maint-Cmpt
Not Allowed
Allowed
Okay for payment after review/approval from Procurement Services or others
Repair/Alter/Maint-Custodial
Not Allowed
Allowed
Okay for payment after review/approval from Procurement Services or others
Repair/Alter/Maint-Electrical
Not Allowed
Allowed
Okay for payment after review/approval from Procurement Services or others
Repair/Alter/Maint-Grounds
Not Allowed
Allowed
Okay for payment after review/approval from Procurement Services or others
Repair/Alter/Maint-HVAC
Not Allowed
Allowed
Okay for payment after review/approval from Procurement Services or others
Repair/Alter/Maint-Other
Not Allowed
Allowed
Okay for payment after review/approval from Procurement Services or others
Repair/Alter/Maint-Paint
Not Allowed
Allowed
Okay for payment after review/approval from Procurement Services or others
Repair/Alter/Maint-Plumbing
Not Allowed
Allowed
Okay for payment after review/approval from Procurement Services or others
Repairs (Other than Real Property-Contact Physical Plant for real property repairs or alterations)
Not Allowed
Restricted
Services, repairs, or maintenance where the supplier performs the services on UCR premises may be purchased using your PO maintenance blanket for services under $2500 and may be purchased using your PCard if under $1500 provided vendor has an insurance certificate on file either in the department or at Campus Purchasing.
Respirators, dust masks and related supplies
Not Allowed
Restricted
UCR Policy 750-63. May use PCard or PO if department has an approval from Health & Safety. Consultation is not necessary for each purchase, as long as conditions of use remain unchanged.
Rubber/Plastic/Other Synthetic
Not Allowed
Allowed
Safety Glasses
Not Allowed
Restricted
UCR Policy 750-63. May use PCard or PO if department has an approval from Health & Safety. Consultation is not necessary for each purchase, as long as conditions of use remain unchanged.
Seminar/Conference Registration
Allowed
Allowed
Preferred payment is Direct Charge (ePay ‘Other’) or the traveler’s T&E Card with Trip ID. PCard may be used by departmental staff when appropriate; ensure terms and conditions are reviewed by Procurement if signature or acceptance is required. Record prepaid fees in the Travel Expense Report. Fees for virtual registrations are allowed. For T&E Card, events exceeding $5,000 or requiring contracts must be purchased via PO. Contact Central Procurement Services for any contract documents requiring signature. Rental of equipment, decorations, flowers, or similar items for an event is not allowable on the T&E Card. (Ref: UCR 900-40; BFB G-28; 750-70)
Serv, Environ Health & Safety
Not Allowed
Allowed
Okay for payment after review/approval from Procurement Services or others
Serv, Lab & Other Testing
Not Allowed
Allowed
Okay for payment after review/approval from Procurement Services or others
Serv, Laundry
Not Allowed
Allowed
Okay for payment after review/approval from Procurement Services or others
Signs
Not Allowed
Allowed
UC of the UC Name & Logo; Requires use of vetted suppliers - Contact Procurement Services
Social Activities Room Rental
Allowed
Not Allowed
Not allowable on PCard. Use T&E Card or PO in accordance with BUS-79. All contracts and venue agreements must be reviewed by Procurement Services before commitment. Events exceeding $5,000 or requiring contracts must be purchased via PO. For events under $5,000, contract documentation must still be reviewed and approved by Procurement Services. Rental of equipment, decorations, flowers, or similar items for an event is not allowable on the T&E Card. (Ref: BFB BUS-79; UCR 750-70)
Social Meals/Entertainment/Catering
Allowed
Not Allowed
Not allowable on PCard. Use T&E Card or PO in accordance with BUS-79. Alcohol must be charged to an appropriate funding source as specified in BUS-79, and purchases for on-campus events must be reviewed by Risk Management. All contracts and venue agreements must be reviewed by Procurement Services before commitment. Events exceeding $5,000 or requiring contracts must be purchased via PO. For events under $5,000, contract documentation must still be reviewed and approved by Procurement. Rental of equipment, decorations, flowers, or similar items for an event is not allowable on the T&E Card. (Ref: BFB BUS-79; UCR 750-70)
Stamps
Not Allowed
Not Allowed
Prohibited from PCard. Must be purchased via recharge from Mail Services only.
State/Fed Regulatory Fees
Not Allowed
Allowed
Taxi/Shuttle/Car service
Allowed
Not Allowed
Telephone equipment and attachments
Not Allowed
Allowed
May be purchased via PO or PCard. SPECIAL NOTE: Telecommunication does not guarantee service or troubleshoot problems for 'customer purchased equipment' (CPE) that is purchased with a PO or PCard. For CPE, Telecommunications will provide and troubleshoot problems with the dial tone only.
Temporary personnel services
Not Allowed
Not Allowed
Prohibited from PCard. See
Temporary Workers
Textiles - Not Clothes
Not Allowed
Allowed
Tolls/Road Charges
Allowed
Not Allowed
Tools Non-Inventory
Not Allowed
Allowed
Train/Bus
Allowed
Not Allowed
Training
Allowed
Not Allowed
Travel Agent Booking or Service Fees
Allowed
Not Allowed
Use Concur/Anthony Travel. Do not use PCard with Anthony Travel. Fees should post with the traveler’s booking per program guidance. (Ref: UCR 900‑80; 900‑20)
Uniforms and Shoes
Not Allowed
Allowed
Util, Dispoasl/Dump Fees
Not Allowed
Allowed
Util, Other
Not Allowed
Allowed
Util, Propane/Butane
Not Allowed
Allowed
Util, Recycling Expense
Not Allowed
Allowed
Util, Water (includes bottled water)
Not Allowed
Allowed
Util, Water Softening Srv/Chem
Not Allowed
Allowed
Vehicle Rental
Allowed
Not Allowed
Vehicle Rental Fuel
Allowed
Not Allowed
Vehicles/Trailers (nontravel)
Not Allowed
Not Allowed
Prohibited from PCard - UCR Policy 750-63. Contact Fleet Services for Availability.
Vending Machines
Not Allowed
Not Allowed
Prohibited from PCard - UCR Policy 750-63. Must be processed PO with an approval from the Chief Procurement Officer (CPO).
Veterinarian Medical Supplies
Not Allowed
Not Allowed
See
Veterinarian Medical Supplies