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 charges, contact travelfeedback@ucr.edu
- For PCard charges, contact pcard@ucr.edu
YES = Allowable Purchase NO = Unallowable Purchase |
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---|---|---|---|
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 | NO | 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 | NO | NO | |
Business Meeting Rental of Supplies | NO | NO | |
Business Meeting Room Rental | NO | 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) | NO | NO | |
Meals-Business Meetings (Travel Status) | NO | 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 | NO | YES | Contact Central Procurement Services for any contract docs that requires signature |
Social Activities Room Rental | NO | NO | Contact Central Procurement Services for any contract docs that requires signature |
Social Meals/Entertainment | NO | YES | Contact Central Procurement Services for any contract docs that requires signature |
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 |