Purchases and Restrictions

Allowable Purchases:

  • Books
  • Computer accessories
  • Conference Registrations/Membership dues
  • FedEx and courier services
  • Gift Card/Gift Certificate (non-cash negotiable, see G-41-G42 policy restrictions),
  • Internet or online payment mechanisms such as E-Bay, Amazon, and PayPal (where payee can be identified)
  • Meeting and Entertainment (M&E) except catering, use America To Go Portal (ATG). Department are required to complete the Procurement Card (P-Card) M&E Expense Form or a department detailed log for M&E Expense
  • Mobile phone and pager charges
  • Recruitment ads and searches
  • Service awards and/or retirement gifts (see G-41 and G-42 policy restrictions)
  • Services (those services considered low risk and/or not requiring a contract)*
  • Subscriptions/publications
  • Sympathy Gifts
  • Supplies
  • Tools
  • Training materials
  • Water

Not Allowable/Restricted Purchases:

  • Animals
  • Any item original order through a specific purchase order
  • Any item that does not comply with University and Federal purchasing policy
  • Any other purchase for which a supplier requires a contract to be signed including click agreement
  • BearBuy catalog items
  • Business travel for employees, students, and candidates
  • Supply Chain Management Restricted purchases including but not limited to gases
  • HIPAA related, foreign orders
  • Capitalized equipment/inventorial equipment
  • Cash Advances
  • Consulting or contract employee services
  • Ethyl alcohol (except denatured), narcotics, dangerous drugs, or other controlled substances
  • Firearms, ammunition, explosives, radioactive or other hazardous materials
  • Goods or services from an employee or near relative of an employee of the University
  • High risk services or services requiring a signed contract.
  • Limo and other forms of transportation
  • On-site construction
  • Parking
  • Personal charges
  • Precious metals
  • Purchases with large agreement or system wide agreement vendors such as Fisher Scientific, VWR and Office Max
  • Software (see our Buying Software page)
  • Split purchases
  • Vehicle or real estate rentals/leases

Definition of Low-Risk Services:

  • Accidents are highly improbable.
  • Work is performed no more than six feet off the ground.
  • No construction, electrical work, or building modifications can be involved.
  • There is no vendor contract/agreement requiring UC signature.
  • If any services include one or more of the above risk factors, be sure to contact Supply Chain Management Professional Buyer assigned to your unit
    • Example: A photographer will be taking pictures from a rooftop that is more than six feet off the ground.

Typical Low-Risk Services:

  • Data entry
  • Desktop publishing
  • Interpreters, including ASL (American Sign Language)
  • Mail processing (outgoing)
  • Microfilming
  • Programming, computer