Some goods and services may be purchased without a purchase order. Payments are made by using the University Purchasing Card, itemized Supplier Invoice or Check Request Form. When there is no itemized supplier invoice and a Check Request Form is used, support documentation must be attached and imaged. A Supplier’s Statement should only be used when the supplier does not produce individual invoices.
Justification for Purchase
Every payment transaction, including PCard purchases must include a justification.
|Non Purchase Order Related Payments
|Required Supporting Documentation
Advertising:(Newspapers, Journals, Websites)
Payment of Fees such as:
EXCLUDES SOFTWARE LICENSE FEES
(Excluding rare or valuable book collections - use PO)
Cellular Phone Service for Departments – See Cell Phones and Data Plans section in Administrative Policy: Business Expenses for both Individual and department cellular phones.
NOTE: Cellular Phone Services for Individuals are a Personal Liability, University does not pay these. Not allowed as employee reimbursement.
Printing needs PO
|Emergency Equipment Repairs
Facility Rental and Events
Payments to hotels and other facilities for Conferences, Banquets, or Facility Rental. (Facility contracts must be reviewed by Real Estate and the Office of the General Counsel (OGC))
No Lodging allowed on Purchasing Card
Catering – Food Service for University Events and Activities (Catering Contracts need OGC Review)
Refreshments – No alcohol unless expressly approved.
**If leasing space, contracts need Real Estate approval.
Flowers (if allowable)
|Household Moving Expenses for Staff Relocation
|Livestock from Auction
Medical Services – Fees for lab or medical services provided by health care professionals
(Equipment/Supplies not included)
Excludes medical supplies and the purchase or rental of medical equipment.
|Newspaper and Magazine Subscriptions and On-line Subscriptions
Passes and Tickets
(Excludes Parking Tickets/Violations)
|Postage and Postage Meter Replenishment
|Professional Services – See Expense Payment Grid - Only for non-recurring payments totalling less than $3,000.00, including honorarium
Purchases Made for Resale to the public through internal retail outlets
(Excludes food service, C Store and candy counter purchases over $50,000 and over)
|Refunds – tuition, parking, etc.
Travel Expenses for Non-staff (students, volunteers, Professional Services providers etc)
Professional Services - See Expense Payment Grid
Travel Expenses for Staff
See Administrative Policy: Traveling on University Business
|Utilities: Natural Gas, Electric
OTHER ITEMS NOT LISTED MAY BE COVERED UNDER OTHER POLICIES.
Last Updated: 2/06/2017