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 | Policy allowed baggage, seating, etc. |
| Animal Food | NO | YES | |
| Animal Purch - Non-Inventorial | NO | YES | |
| Automotive Supplies | NO | YES | |
| 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 | Alcohol must be allocated to an appropriate funding source as specified in UCOP Policy BUS 79 on university-related Business Entertainment Expenses. Alcohol purchase for on campus event must be reviewed by Risk Management |
| Business Meeting Rental/Catering | YES | NO | 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. |
| 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 | 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. |
| 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 as noted in UCOP Policy BFB G-28 Does not apply to Non-Cash Awards/gifts covered in UCOP Policy BFB G-41 or BFB G-42 |
| 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 (Travel Status) | 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 | YES | While on Travel Status for T&E PCard cannot be used for recurring charges |
| 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 | 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 | NO | YES | |
| Medical Fees | YES | NO | Necessary vaccinations, propholactic medications needed to travel abroad |
| Medical/Dental Supplies | NO | NO | |
| 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 | ex. Camp Ground Fees |
| Paint and Other Finishes | NO | YES | |
| Paint Sundries | NO | YES | |
| Paper Prod/Stationery/Copy Pap | NO | YES | |
| Parking | YES | NO | 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 | YES | NO | |
| Pharmaceutical Supplies | NO | NO | |
| Photo/Photographic Processing | NO | YES | |
| Photocopy/Repro Chg-Not Equip | YES | YES | Only while on Travel Status for T&E Card |
| 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-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 For T&E Card, Events exceeding $5000 or requiring contracts should be purchased via PO. Contact Central Procurement Services for any contract docs that requires signature. Rental of equipment, decorations, flowers, etc. for an event are not allowable on T&E card. |
| 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 | Okay for payment after review/approval from Central Procurement or others |
| Signs | NO | YES | UC of the UC Name & Logo; Requires use of vetted suppliers - Contact Central Procurement Services |
| Social Activities Room Rental | YES | NO | 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. |
| Social Meals/Entertainment/Catering | YES | NO | Alcohol must be allocated to an appropriate funding source as specified in UCOP Policy BUS 79 on university-related Business Entertainment Expenses. Alcohol purchase for on campus event must be reviewed by Risk Management 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. |
| 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/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 | |
| Veterinarian Supplies | NO | NO | |