Card Payment Matrix
- If you do not see an expense type listed, the expense would be considered exceptional, or a preferred purchasing method exists (ex., Purchase Order)
- T&E Card is to be used for the cardholder's expenses only unless the cardholder is approved to cover travel expenses for others as a Team Leader OR is purchasing items for a UCR business meeting/entertainment event.
- For questions regarding T&E Card policy, contact travelfeedback@ucr.edu
- For PCard policy, contact pcard@ucr.edu
| YES = Allowable Purchase NO = Unallowable Purchase |
|||
|---|---|---|---|
| Expense Type | Travel and Entertainment Card (T&E Card) | Procurement Card (PCard) |
Considerations/Comments |
| Advertising-Fed Allow-Recruit | NO | YES | Prior to payment - Contact Central Procurement Services for any contract docs that requires signature |
| Advertising-Fed Unallowable | NO | YES | Prior to payment - Contact Central Procurement Services for any contract docs that requires signature |
| Airfare | YES | YES | When purchased using a PCard, automatic Traveler Insurance Registration for comprehensive coverage does not apply |
| Airline Fees | YES | NO | |
| Animal Food | NO | YES | |
| Animal Purch - Non-Inventorial | NO | YES | |
| Automotive Supplies | NO | YES | |
| Bank/Currency Fees | YES | NO | |
| Beverages - Alcoholic | YES | NO | |
| Bindery | NO | YES | |
| Book/Serial/Periodical-Non-Inv | YES | YES | T&E Card charges only while on "Travel Status" with a valid business justification (ex. Conference/Research materials) |
| Business Meals | YES | NO | |
| Business Meeting Rental of Supplies | YES | NO | |
| Business Meeting Room Rental | YES | NO | |
| Car Rental | YES | NO | |
| Car Rental Fuel | YES | NO | |
| Clothing-Not Uniforms | NO | YES | Ref Approved Logo, UC Article 10/Code of Conduct & Sustainability guidelines applicable; Contact Central Procurement Services for assistance & authorized suppliers |
| Cmpt Supplies | NO | YES | |
| Comm, Access Charges, Internet | NO | YES | |
| Comm, Cellular Phone | NO | YES | |
| Comm, Instrument Purchase-Non-Inventorial | NO | YES | Contact Central Procurement Services - may require a PO |
| Comm, Materials (Not Equip) | NO | YES | |
| Comp Equip, Non-Inv Less than $4999 | NO | YES | |
| Conf & Event Registration Fees | YES | YES | Prior to payment - Contact Central Procurement Services for any contract docs that requires signature |
| Copyright and Royalty Fees | NO | YES | |
| Cost of Goods Sold (COGS) | NO | YES | |
| Custodial Paper Goods | NO | YES | |
| Custodial-Non-Paper/Chemicals | NO | YES | |
| Dry Ice | NO | YES | Specific disposal requirement are applicable (EH&S guidelines) |
| Electrical/Electronic Supplies | NO | YES | |
| Equip, Non-Inv/Comp Less than $4999 | NO | YES | |
| Film and Recording Tape | NO | YES | |
| Food Service Supplies | NO | YES | |
| Food, Staples and Other | NO | YES | Food for human consumption prohibited via Pcard |
| Freight | NO | YES | |
| Gases - Compressed and Liquid | NO | YES | |
| Gift to Host In Lieu of Lodging | YES | NO | $75 limit |
| Glass, Glassware, and Ceramics | NO | YES | Depends as Prop 65 is applicable; Sustainability guidelines and lead content |
| Ground Transportation | YES | NO | |
| Group Meals and Incidentals | YES | NO | |
| Hardware | NO | YES | |
| HazMat Packing Materials | NO | YES | |
| Insignia Items | NO | YES | Preferred Suppliers; UC Article 10 and UC Code of Conduct Applicable |
| Internet Access | YES | NO | |
| Lab Supplies Other | NO | YES | |
| Lodging | YES | YES | |
| Lodging - Advanced Deposit | YES | YES | |
| Lodging - Group | YES | YES | |
| Lodging - Tax | YES | YES | |
| Lumber | NO | YES | |
| Masonry Supplies | NO | YES | |
| Meals & Incidentals (Travel Status) | YES | NO | |
| Meals-Business Meetings (Travel Status) | YES | NO | |
| Meals-Social Activities/Entertainment (Travel Status) | YES | NO | |
| Media Res-No Photo/Illustra | NO | YES | |
| Medical Fees | YES | NO | |
| Medical/Dental Supplies | NO | YES | |
| Membership/Subscript-Fed Allow | NO | YES | Institutional/non-restricted funds only *Note: If a person leaves UCR, individual memberships will go with them |
| Membership/Subscrp-Fed Unallow | NO | YES | Institutional/non-restricted funds only *Note: If a person leaves UCR, individual memberships will go with them |
| Metal, Sheet & Formed Stock | NO | YES | |
| Office Supplies | YES | YES | Only while on Travel Status for T&E Card |
| Office Supp-No paper/Prnt Cart | NO | YES | |
| Other Accommodations | YES | NO | |
| Paint and Other Finishes | NO | YES | |
| Paint Sundries | NO | YES | |
| Paper Prod/Stationery/Copy Pap | NO | YES | |
| Parking | YES | NO | |
| Passport/Visa Fees | YES | NO | |
| Pharmaceutical Supplies | NO | YES | |
| Photo/Photographic Processing | NO | YES | |
| Photocopy/Repro Chg-Not Equip | NO | YES | |
| Photographic Supplies | NO | YES | |
| Plant, Advertising | NO | YES | Prior to payment - Contact Central Procurement Services for any contract docs that requires signature |
| Plant, CA Envir Qual Assurance | NO | YES | |
| Plant, Printing | NO | YES | UC of the UC Name & Logo; Requires use of vetted suppliers - Contact Central Procurement Services |
| Plumbing Supplies | NO | YES | |
| Printer Cartridges | NO | YES | |
| Printing/Photocopying | YES | NO | |
| Printing-Forms/Stationery/etc. | NO | YES | |
| Publications/Reprints-Non-Inv | NO | YES | |
| Rent of Cylinders - Demurrage | NO | YES | Prior to payment - Contact Central Procurement Services for any contract docs that requires signature |
| Rep/Alter/Maint-Eq(Not Cmpt) | NO | YES | Okay for payment after review/approval from Central Procurement or others |
| Repair/Alter/Maint - Alarms | NO | YES | Okay for payment after review/approval from Central Procurement or others |
| Repair/Alter/Maint-Carpentry | NO | YES | Okay for payment after review/approval from Central Procurement or others |
| Repair/Alter/Maint-Cmpt | NO | YES | Okay for payment after review/approval from Central Procurement or others |
| Repair/Alter/Maint-Custodial | NO | YES | Okay for payment after review/approval from Central Procurement or others |
| Repair/Alter/Maint-Electrical | NO | YES | Okay for payment after review/approval from Central Procurement or others |
| Repair/Alter/Maint-Grounds | NO | YES | Okay for payment after review/approval from Central Procurement or others |
| Repair/Alter/Maint-HVAC | NO | YES | Okay for payment after review/approval from Central Procurement or others |
| Repair/Alter/Maint-Other | NO | YES | Okay for payment after review/approval from Central Procurement or others |
| Repair/Alter/Maint-Paint | NO | YES | Okay for payment after review/approval from Central Procurement or others |
| Repair/Alter/Maint-Plumbing | NO | YES | Okay for payment after review/approval from Central Procurement or others |
| Rubber/Plastic/Other Synthetic | NO | YES | |
| Seminar/Conference Registration | YES | YES | Fees for Virtual registration allowed - Contact Central Procurement Services for any contract docs that requires signature |
| Serv, Environ Health & Safety | NO | YES | Okay for payment after review/approval from Central Procurement or others |
| Serv, Lab & Other Testing | NO | YES | Okay for payment after review/approval from Central Procurement or others |
| Serv, Laundry | NO | YES | |
| Signs | NO | YES | UC of the UC Name & Logo; Requires use of vetted suppliers - Contact Central Procurement Services |
| Social Activities Rental of Supplies | YES | YES | Contact Central Procurement Services for any contract docs that requires signature |
| Social Activities Room Rental | YES | NO | Contact Central Procurement Services for any contract docs that requires signature |
| Social Meals/Entertainment | YES | NO | |
| State/Fed Regulatory Fees | NO | YES | |
| Taxi/Shuttle/Car service | YES | NO | |
| Textiles - Not Clothes | NO | YES | |
| Tolls/Road Charges | YES | NO | |
| Tools Non-Inventory | NO | YES | |
| Train & Dev-Non-Payr/Non-IAP | NO | YES | |
| Train/Bus | YES | NO | |
| Training | YES | NO | |
| Travel Agent Booking or Service Fees | YES | NO | PCard should not be used with Anthony Travel |
| Uniforms and Shoes | NO | YES | |
| Util, Diesel | NO | YES | |
| Util, Disposal/Dump Fees | NO | YES | |
| Util, Gasoline | NO | YES | |
| Util, Natural Gas | NO | YES | |
| Util, Other | NO | YES | |
| Util, Propane/Butane | NO | YES | |
| Util, Water | NO | YES | |
| Util, Water Softening Srv/Chem | NO | YES | |
| Vehicle Rental | YES | NO | |
| Vehicle Rental Fuel | YES | NO | |