Expenditure Guidelines Matrix

Notes:

• Should be paid directly to the vendor
• Must comply with appropriate Advertising guidelines
• Contract required regardless of dollar amount

Notes:

• Contract required regardless of dollar amount

Notes:

• Contract required regardless of dollar amount
• See Chartered Aircraft policy

Notes:

• Must comply with University Travel policies

Notes:

• See Business Meals Policy

Notes:

• Must comply with Uniform Policy

Notes:

• Allowable when needed for research or instructional

Notes:

• Must identify room/ area will it be displayed

Notes:

• Student awards allowable for official Provost approved functions

Notes:

• Must be for lab/office for reference purposes

Notes:

• See Charter Bus Services

Notes:

• Alcohol related expenses cannot be reimbursed
• See Entertainment Guidelines

Notes:

• Refer to Promotional Item policy

Notes:

• Event Pre-Approval Form required
• Contract required for services over $2,500
• See Entertainment Guidelines

Notes:

• Must contact Telecommunications

Notes:

• Must be required for official UAB job responsibilities
• See Licenses and Certifications

Notes:

• See Uniform Policy

Notes:

• See Buying: Computers

Notes:

• Must go through Communications

Notes:

• Event Pre-Approval Form required
• Contract required
• See Entertainment Guidelines

Notes:

• Foreign Conf/ Meeting requires Foreign Travel Approval Form to be provided

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

Notes:

• Personal Services Form Required
• Contract Required if fee is to exceed $2,500
• See University Contracts

Notes:

• Contract Required if fee is to exceed $2,500
• See University Contracts

Notes:

• Only engraving for Institutional Awards can be paid with UAB funds

Notes:

• Quote required in the backup documentation

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)

Notes:

• Event Pre-Approval Form Required
• Contract Required
• See Entertainment Guidelines

Notes:

• Event Pre-Approval Form Required
• Contract Required
• See Entertainment Guidelines

Notes:

• Such as Graduation, Honors Convocation, and Ticketed Events

Notes:

• Exception for Desk Lamps

Notes:

• See Entertainment Guidelines

Notes:

• Should be paid directly to the vendor
• See Lease and Lease/Purchase Policy (Inventory Life section)

Notes:

• Should be paid directly to the vendor
• Must be handled through Real Estate Services

Notes:

• Must be required for official UAB job responsibilities
• See License/Certification policy

Notes:

• Subject to In-State Per diem
• See In-State Travel

Notes:

• Subject to UAB accountable travel plan
• See Out-of-State Travel

Notes:

• Only for lodging in Birmingham unless a Master Agreement with the hotel has been routed through University Contracts
• See Travel Policies

Notes:

• Must be routed through University Contracts

Notes:

• Subject to In-State Per diem
• See Associated Travel Guidelines

Notes:

• Subject to UAB accountable travel plan
• See Associated Travel Guidelines

Notes:

• See University Entertainment Guidelines

Notes:

• See University Entertainment Guidelines

Notes:

• Organization must provide services related to the duties of the individual
• See Membership and Dues Guidelines

Notes:

• Should be paid directly to vendor
• Must have a contract that is routed through University Contracts

Notes:

• See list of Contracted Vendors
• See University Moving Policy

Notes:

• Must be paid through Payroll as additional compensation
• See University Moving Policy

• See list of Contracted Vendors

• Prohibited
• See University Travel Guidelines

Notes:

• Must be routed through University Contracts
• Contract required if over $2,500
• See Personal Services Policy

• Should be paid directly to the vendor
• Must have a UAB logo
• Must be under $25 per item
• See promotional items policy

Notes:

• See Entertainment Policy

• Requires Prior Approval
• See Faculty/Staff Retreat Policy

Notes:

• Must be processed through Student Accounting

Notes:

• Must be routed through University Contracts

Notes:

• Must complete and route a Personal Services Form
• Contract required for services over $2,500

Notes:

• Only allowable for patient waiting rooms or lab/office

Notes:

• Complete Telecommunications Ticket

Notes:

• Must complete Car/Van Rental Form
• See Car Rental policies

Notes:

• See UAB travel policies

Notes:

• Must complete Vehicle Purchasing Form
• See policy on Vehicle Purchases

Notes:

• Foreign Travel Approval Form must be provided
• See University Travel policies

Notes:

• See World Wide Web Pages Policy

Notes:

• See World Wide Web Pages Policy