The following types of transactions are approved P-Card charges when the total amount including freight does not exceed $4,999.99.  Transactions that are $5,000 and over could possibly require a purchase order and would need to be entered into Banner as a purchase requisition for buyer review.

NOTE:  This is intended as a guide.  You must consult University Spending Policies, Travel Policies, Purchasing Policies and Bid Guidelines to ensure the proper expenditure of funds.

  • Advertisements – All advertising is to be paid using the purchasing card.  If a signed contract or agreement exists, it must be reviewed by Contract Management.
  • Airfare – Individuals traveling for University business.  Department approval is required.
  • Animal Resources – Should be used for labs or research projects.
  • Appliances – Must have a demonstrated business need.
  • Books
  • Car Rentals – For University-related business trips
  • Catering – If a signed contract or agreement exists, it must be reviewed by Contract Management.  Also, please review the Catering information provided by Risk Management.
  • Conference Registration Fees
  • Controlled Substances or Chemicals – Must have appropriate approvals and documentation.
  • Copying/Duplicating – Off-campus; Must be purchased from the current contract vendor.
  • Floral Arrangements – For approved events such as Graduation, Honors Day.
  • Food – Bulk food items for preparation typically purchased at grocery stores for business related meetings, or Doster Café and Brewer Porch.
  • Internet Purchases – Allowable items only.
  • Lab Supplies
  • Landscaping Supplies
  • Laundry & Cleaning Services
  • Leases/Rentals – Equipment, A/V Equipment, Booth Rentals with appropriate approvals.
  • Lodging/Hotels – Out-of-state travel for UA employees.  Does NOT include incidentals such as personal meals, room service, etc.  NOTE:  In-State travel for UA employees is governed by State of Alabama per diem rates and CANNOT be charge to the P-Card.
  • Lodging for Speakers, Guests, Lecturers
  • Mailing Services
  • Medical Supplies
  • Membership Fees
  • Mini Blinds – Must be purchased from the current contract vendor.
  • Pagers
  • Parking Services – Restrictions apply; see UA Travel Policy.
  • Office Supplies – Must be purchase from the current contract vendor.
  • Parts for In-House Repairs
  • Photographic Film and Slide Processing
  • Postage and Shipping Expenses – UPS is UA’s current contract vendor.
  • Printer Cartridges – Must be purchased from the current contract vendor.
  • Printing – All orders for stationary, envelops, and business cards must be directed to University Printing Services to comply with University graphic standards.
  • Promotional Items – ALL promotional items must have an approved UA logo to be allowable.
  • Propane Gas – NOT motor fuel.
  • Radioactive Materials – Must have appropriate approvals and documentation.
  • Repairs
  • Restaurants – Including fast food vendors for deliveries to campus for business meetings and other allowable events.  Additionally, meals served at restaurants for guests, recruits, etc. are allowable transactions on the P-Card (consult UA Spending Policy).  This does NOT include meals while on travel status.
  • Shuttle Service – Restrictions apply, see UA Travel Policy.
  • Software – Off the Shelf; Software requiring a signed license agreement must be reviewed by Contract Management.
  • Specialty Gases in Cylinders – Must be purchased from the current contract vendor.
  • Subscriptions – Journals, Periodicals and Book Renewals.
  • Taxi Service – Restrictions apply, see UA Travel Policy.
  • Website Domain Registration Fees