Expenditure Guidelines Matrix
This matrix is intended to assist the user in identifying the appropriate method of payment for common university expenditures. For more information, contact the Accounts Payable, Expenditure Review Services, University Contracts, or University Purchasing groups. All standing UAB contracts must be observed.
The source of funding must always be considered when determining whether an expenditure will be allowable. Certain Contracts or Grants may prohibit some of the expense categories listed below. Categories that are designated as "Non-UAB Source of Funds" must be paid using a funding source other than UAB funds.
Advertisements
Recruiting, Display Ad, Outdoor, Billboard, Television, Radio, Internet, Newspaper, Magazine, Journals
- Preferred Method of Payment: Payment Request
- Acceptable Alternate Payment Method: PO Requisition
Notes:
- Should be paid directly to the vendor
- Must comply with appropriate Advertising guidelines
- Contract required regardless of dollar amount
Branding/ Logo Design Services
- Preferred Method of Payment: Payment Request
- Acceptable Alternate Payment Method: PO Requisition
Notes:
- Contract required regardless of dollar amount
Air Charters
Air Fare
Air Fare
- Preferred Method of Payment: PO Requisition
- Acceptable Alternate Payment Method: Payment Request
Notes:
- Must comply with University Travel policies
Alcohol and Related Expenses
Expenses related to Alcohol, Bartenders, Bar Sets, Corkage Fees, Associated Gratuity, etc.
- Required Method of Payment: Non-UAB Source of Funds
Notes:
Alterations & Monogramming
Alterations & Monogramming
- Required Method of Payment: PO Requisition
Notes:
- Must comply with Uniform Policy
Appliances
Coffee pots, Refrigerators, Microwaves, Ice machines
- Required Method of Payment: PO Requisition
Notes:
- Allowable when needed for research or instructional
Awards & Recognition (UAB employee and related to University Employment)
Plaques to be placed in public space on campus
- Preferred Method of Payment: PO Requisition
- Acceptable Alternate Payment Method: Payment Request
Notes:
- Must identify room/ area will it be displayed
For employee to keep
- Required Method of Payment: Non-UAB Source of Funds
Awards & Prizes (Non- UAB employee)
Incentive programs, Student awards
- Preferred Method of Payment: Payment Request
- Acceptable Alternate Payment Method: PO Requisition
Notes:
- Student awards allowable for official Provost approved functions
Books
Books
- Preferred Method of Payment: PO Requisition
- Acceptable Alternate Payment Method: Payment Request
Notes:
- Must be for lab/office for reference purposes
Bus Charters
Bus Charters
- Preferred Method of Payment: PO Requisition | Contract Exists
- Acceptable Alternate Payment Method: Payment Request
Notes:
Business Meals
Off campus restaurant meals involving individuals from outside UAB
- Required Method of Payment: Payment Request
Notes:
- Alcohol related expenses cannot be reimbursed
- See Entertainment Guidelines
Cards
Catering
Catering for public conferences, seminars, workshops, or continuing education classes. Produced by UAB primarily for external participants.
- Required Method of Payment: Payment Request
Notes:
- Event Pre-Approval Form required
- Contract required for services over $2,500
- See Entertainment Guidelines
Cellular Phones & Service
Cellular Phones & Service
Notes:
- Must contact Telecommunications
Certifications
Certifications
- Required Method of Payment: Payment Request
Notes:
- Must be required for official UAB job responsibilities
- See Licenses and Certifications
Clothing and/or Uniforms
Clothing and/or Uniforms
- Required Method of Payment: PO Requisition | Contract Exists
Notes:
- See Uniform Policy
Computers (Desktop, Laptop, Tablets, Peripherals)
Non-Data Planned Devices
- Preferred Method of Payment: PO Requisition | Contract Exists
- Acceptable Alternate Payment Method: Payment Request
Notes:
Data Planned Devices
- Required Method of Payment: Contract Exists
Notes:
- Must go through Communications
Conference and Seminar Meeting Rooms
Meeting room(s) booked at a hotel with audio visual and/or presentation equipment for University hosted events
- Required Method of Payment: Payment Request
Notes:
- Event Pre-Approval Form required
- Contract required
- See Entertainment Guidelines
Conference Registration Fees
Paid directly to conference vendor
- Required Method of Payment: Payment Request
Notes:
- Foreign Conf/ Meeting requires Foreign Travel Approval Form to be provided
Reimbursement to employee
- Required Method of Payment: Payment Request
Notes:
- Must be reimbursed after travel has occurred unless there was not any travel associated
- Foreign Conf/ Meeting requires Foreign Travel Approval Form to be provided
Consulting Services
Individual
- Required Method of Payment: Payment Request
Notes:
- Personal Services Form Required
- Contract Required if fee is to exceed $2,500
- See University Contracts
Company
- Required Method of Payment: Payment Request
Notes:
- Contract Required if fee is to exceed $2,500
- See University Contracts
Copying
On Campus
- Required Method of Payment: Journal Entry/Departmental Transfer
Off Campus
- Required Method of Payment: Payment Request
Decorations and Party Supplies
Decorations and Party Supplies
- Required Method of Payment: Non-UAB Source of Funds
Donations, Contributions, and Sponsorships
Donations, Contributions, and Sponsorships
- Required Method of Payment: Non-UAB Source of Funds
Engraving
Engraving
- Required Method of Payment: Payment Request or Non-UAB Source of Funds
Notes:
- Only engraving for Institutional Awards can be paid with UAB funds
Equipment
Non- Capital ($0-$4,999 per piece for university purchases; $0- $1,999 for hospital purchases)
- Required Method of Payment: PO Requisition
Notes:
- Quote required in the backup documentation
Capital ($5,000 ≤ for university purchases; $2,000 ≤ for hospital purchases)
- Required Method of Payment: PO Requisition
Notes:
- Quote required in the backup documentation
- Equipment Purchase Information Form required
- Certificate of Screening Required (Grant accounts only)
- If $15,000 ≤, Sole Source Justification Form Required (unless purchased from UAB)
Event Charges (Table Rentals, Booth Rentals, Electrical/Data Connections, Catering, Rental of Equipment)
UAB Sponsored Event
- Required Method of Payment: Payment Request
Notes:
- Event Pre-Approval Form Required
- Contract Required
- See Entertainment Guidelines
Non-UAB Sponsored Event
- Required Method of Payment: Payment Request
Notes:
- Event Pre-Approval Form Required
- Contract Required
- See Entertainment Guidelines
Express Mail Services
Packages, Overnight
- Required Method of Payment: Payment Request
Flower Arrangements
Major Institutional Functions
- Required Method of Payment: Payment Request
Notes:
- Such as Graduation, Honors Convocation, and Ticketed Events
Congratulatory, Funeral, Illness, Administrative Professional's Day, etc.
- Required Method of Payment: Non-UAB Source of Funds
Food Items in Bulk
Groceries purchased for research purposes only
- Preferred Method of Payment: PO Requisition
- Acceptable Alternate Payment Method: Payment Request
Furnishings
Office Accessories for Public Areas (ex. Lamps, Art work, etc. for reception areas)
- Preferred Method of Payment: PO Requisition
- Acceptable Alternate Payment Method: Payment Request or Journal Entry/ Departmental Transfer
Office Accessories for Private Areas (ex. Art work, etc. for private offices)
- Required Method of Payment: Non-UAB Source of Funds
Notes:
- Exception for Desk Lamps
Incidental Meeting Refreshments
Held on campus and participants are all UAB affiliated (internal training classes, seminars, workshops, etc.)
- Required Method of Payment: Payment Request
Notes:
Lease & Rental of Equipment
Lease & Rental of Equipment
- Required Method of Payment: PO Requisition
Notes:
- Should be paid directly to the vendor
- See Lease and Lease/Purchase Policy (Inventory Life section)
Lease & Rental of Real Estate
Lease & Rental of Real Estate
- Preferred Method of Payment: PO Requisition
- Acceptable Alternate Payment Method: Payment Request
Notes:
- Should be paid directly to the vendor
- Must be handled through Real Estate Services
Licenses
Licenses
- Required Method of Payment: Payment Request
Notes:
- Must be required for official UAB job responsiblities
- See License/Certification policy
Lodging
Intra-State Employee Travel
- Required Method of Payment: Payment Request
Notes:
- Subject to In-State Per diem
- See In-State Travel
Out-of-State Employee Travel
- Required Method of Payment: Payment Request
Notes:
- Subject to UAB accountable travel plan
- See Out-of-State Travel
Guest Speakers, Independent contractors, Recruits
- Preferred Method of Payment: PO Requisition
- Acceptable Alternate Payment Method: Payment Request
Notes:
- Only for lodging in Birmingham unless a Master Agreement with the hotel has been routed through University Contracts
- See Travel Policies
Maintenance or Service Agreements
Maintenance or Service Agreements
- Preferred Method of Payment: PO Requisition
- Acceptable Alternate Payment Method: Payment Request
Notes:
- Must be routed through University Contracts
Meals (excluding catering)
Intra-State Employee Travel
- Required Method of Payment: Payment Request
Notes:
- Subject to In-State Per diem
- See Associated Travel Guidelines
Out-of-State Employee Travel
- Required Method of Payment: Payment Request
Notes:
- Subject to UAB accountable travel plan
- See Associated Travel Guidelines
Business Meals (must include non-UAB individuals)
- Required Method of Payment: Payment Request
Recruitment
- Required Method of Payment: Payment Request
Membership Dues
Membership Dues
- Required Method of Payment: Payment Request
Notes:
- Organization must provide services related to the duties of the individual
- See Membership and Dues Guidelines
Mini Storage for University Owned Items
Mini Storage for University Owned Items
- Required Method of Payment: Payment Request
Notes:
- Should be paid directly to vendor
- Must have a contract that is routed through University Contracts
Moving/Relocation Expenses
Moving Company
- Required Method of Payment: PO Requisition | Contract Exists
Notes:
- See list of Contracted Vendors
- See University Moving Policy
Payment to Employee
Notes:
- Must be paid through Payroll as additional compensation
- See University Moving Policy
Office Supplies
Office Supplies
- Preferred Method of Payment: PO Requisition | Contract Exists
- Acceptable Alternate Payment Method: Payment Request
Passports (includes passport photos)
Parts for In-House Repairs
Parts for In-House Repairs
- Preferred Method of Payment: PO Requisition
- Acceptable Alternate Payment Method: Payment Request
Postage
Regular Postage
- Required Method of Payment: Payment Request
Bulk Mail
- Required Method of Payment: Journal Entry/Departmental Transfer
Professional Services Contractual Agreements
Professional Services Contractual Agreements
- Required Method of Payment: Payment Request
Notes:
- Must be routed through University Contracts
- Contract required if over $2,500
- See Personal Services Policy
Promotional Items
Promotional Items
- Required Method of Payment: PO Requisition
- Should be paid directly to the vendor
- Must have a UAB logo
- Must be under $25 per item
- See promotional items policy
Refreshments (Coffee, cream, sugar, soft drinks, water, cups, napkins, etc.)
Consumed by UAB employees
- Required Method of Payment: Non-UAB Source of Funds
Covered by Entertainment Guidelines (with an acceptable UAB business purpose)
- Required Method of Payment: PO Requisition
Notes:
Repair of Equipment
Repair of Equipment
- Preferred Method of Payment: PO Requisition
- Acceptable Alternate Payment Method: Payment Request
Retreats
Faculty/Staff
- Required Method of Payment: Payment Request
- Requires Prior Approval
- See Faculty/Staff Retreat Policy
Scholarships or Fellowships
Scholarships or Fellowships
- Required Method of Payment: Payment Request
Notes:
- Must be processed through Student Accounting
Signage
Signage
- Preferred Method of Payment: PO Requisition
- Acceptable Alternate Payment Method: Journal Entry/Departmental Transfer
Software
Off the shelf, not requiring a signed license agreement
- Required Method of Payment: PO Requisition | Contract Exists
Requiring signed End-User License Agreement (EULA) and/or Terms and Conditions referenced on quote
- Required Method of Payment: PO Requisition
Notes:
- Must be routed through University Contracts
Speakers & Lecturers
Speakers & Lecturers
- Required Method of Payment: Payment Request
Notes:
- Must complete and route a Personal Services Form
- Contract required for services over $2,500
Subscriptions
Journals, Periodicals, etc
- Required Method of Payment: Payment Request
Notes:
- Only allowable for patient waiting rooms or lab/office
Telephones
Desk Phones
Notes:
- Complete Telecommunications Ticket
Vehicle Rentals
Off-Campus Vendor (Local)
- Required Method of Payment: PO Requisition | Contract Exists
Notes:
- Must complete Car/Van Rental Form
- See Car Rental policies
Off-Campus Vendor (Out-of-State)
- Required Method of Payment: Payment Request
Notes:
Vehicles
Vehicles
- Required Method of Payment: PO Requisition
Notes:
- Must complete Vehicle Purchasing Form
- See policy on Vehicle Purchases
Visas for International Travel
Visas for International Travel
- Required Method of Payment: Payment Request
Notes:
- Foreign Travel Approval Form must be provided
- See University Travel policies
Website Development
Website Development
- Required Method of Payment: Payment Request
Website Domain Fees
Website Domain Fees
- Required Method of Payment: Payment Request