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 Foreign 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:

Office Supplies

Office Supplies

  • Preferred Method of Payment: PO Requisition | Contract Exists
  • Acceptable Alternate Payment Method: Payment Request

Passports (includes passport photos)

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:

Promotional Items

Promotional Items

  • Required Method of Payment: PO Requisition

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

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

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:

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

Off-Campus Vendor (Out-of-State)

  • Required Method of Payment: Payment Request

Vehicles

Vehicles

  • Required Method of Payment: PO Requisition

Visas for International Travel

Visas for International Travel

  • Required Method of Payment: Payment Request

Website Development

Website Development

  • Required Method of Payment: Payment Request

Website Domain Fees

Website Domain Fees

  • Required Method of Payment: Payment Request