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 Charters

    Notes:

  • Air Fare

    Air Fare

    • Preferred Method of Payment: PO Requisition
    • Acceptable Alternate Payment Method: Payment Request

    Notes:

  • 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
  • Alterations & Monogramming

    Alterations & Monogramming

    • Required Method of Payment: PO Requisition

    Notes:

  • 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
  • Business Meals

    Off campus restaurant meals involving individuals from outside UAB

    • Required Method of Payment: Payment Request

    Notes:

  • Cards

    Holiday/Greeting 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:

  • Cellular Phones & Service

    Cellular Phones & Service

    Notes:

    • Must contact Telecommunications
  • Certifications

    Certifications

    • Required Method of Payment: Payment Request

    Notes:

  • Clothing and/or Uniforms

    Clothing and/or Uniforms

    • Required Method of Payment: PO Requisition | Contract Exists

    Notes:

  • 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:

  • Conference Registration Fees

    Paid directly to conference vendor

    • Required Method of Payment: Payment Request

    Notes:

    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 International Travel Approval Form to be provided
  • Consulting Services

    Individual

    • Required Method of Payment: Payment Request

    Notes:

    Company

    • Required Method of Payment: Payment Request

    Notes:

  • 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:

    Non-UAB Sponsored Event

    • Required Method of Payment: Payment Request

    Notes:

  • 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
  • Lease & Rental of Equipment

    Lease & Rental of Equipment

    • Required Method of Payment: PO Requisition

    Notes:

  • Lease & Rental of Real Estate

    Lease & Rental of Real Estate

    • Preferred Method of Payment: PO Requisition
    • Acceptable Alternate Payment Method: Payment Request

    Notes:

  • Licenses

    Licenses

    • Required Method of Payment: Payment Request

    Notes:

  • Lodging

    Intra-State Employee Travel

    • Required Method of Payment: Payment Request

    Notes:

    Out-of-State Employee Travel

    • Required Method of Payment: Payment Request

    Notes:

    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:

  • 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:

    Payment to Employee

    Notes: