Purchasing Guide

The table below is designed to guide campus employees to the allowable methods of purchasing items with University funds. Unless otherwise noted, all purchases are subject to bid limits. More information may be found by clicking the plus symbol at the beginning of each row. When possible, object codes and commodity codes are given to aid in the creation of requisitions within BobcatBUY. Expenses paid on Foundation funds are subject to Policy 03.016.

University Spending guidelines have been created to create efficiencies, reduce inequities between units, and ensure the public trust in the use of University resources.

Type	Pcard Payment	Payment Request	Purchase Order Type	Object Code	Commodity Code	Fund Types	Comments
Actor/Entertainer	No	No	Short Form Services Agreement	725030	444	University, Foundation	Contractual payments for non-employee services as defined on the Short Form Services Agreement form [PDF]. May be taxable depending on aggregate payments in one calendar year.
Advertising (Contract)	No	No	Services Agreement	711110-711155	584	University, Foundation
Advertising (No Contract)	Yes	Yes	No	711110, 711120, 711135	584	University, Foundation	Only if no contract required.
Aircraft Hangar Fees	No	Yes	No	732520	63	University, Foundation	Payments for aircraft rental space or parking.
Aircraft Landing Fees	Yes	Yes	No	718140, 718240	63	University, Foundation
Airline Travel (individual or groups of 9 or fewer)	Yes	No	No	718110, 718210	542	University, Foundation	PCard or CTA Card must be used. Personal frequent flier miles may not be obtained when purchasing a business airline ticket. Policy 41.121
Airline Travel Charter (e.g. Marching 110 / Athletics)	No	No	Services Agreement	718115, 718215	542	University, Foundation	Subject to bid limits. A supplier-provided agreement is necessary. Policy 47.020
Airline Travel Group (greater than 10 travelers)	No	No	Services Agreement	718110, 718210	542	University, Foundation	CTA Card may also be used. Subject to bid limits. If booked outside of OU contracted travel management company, a supplier-provided agreement is necessary.
Airplane / Jet Fuel	No	No	Non-Catalog Order, Blanket	712210	63	University, Foundation	Preferred use of the multiservice card.
Awards (Employee Recognition/Service)	Yes	Yes	Catalog, Non-Catalog	707060, 719220	3644	University, Foundation	Item may be taxable. An Employee Awards Request form will need to be submitted. Policy 40.011
Awards (Official Achievement Awards)	Yes	Yes	No	719240	3644	University, Foundation	Item may be taxable.
Beverages - Alcoholic (Conferences)	Yes	No	Non-Catalog Order	718520, 719110	528	University, Foundation	May only be paid for if specifically listed on the conference agenda and included in the registration cost. Only the identifiable part of the registration fee that relates to alcohol should be charged to object code 718520. For University conferences, may also be ordered through OHIO Catering. You must include the agenda with the billing.
Beverages - Alcoholic (Food Preparation)	Yes	Yes	Non-Catalog Order	755100	528	University, Foundation	Used in catering/food preparation.
Beverages - Alcoholic (University Events)	Yes	No	Non-Catalog Order	718520	528	Foundation	May also be ordered through OHIO Catering. Unsalted foods must be made available in quantities sufficient for the number of guests. Policy 24.001
Beverages - Alcoholic (University Guests)	Yes	Yes	Non-Catalog Order	718520	528	Foundation	Alcohol acceptable in moderation and must be incidental to a meal. Policy 41.123
Beverages - Nonalcoholic (Common Areas)	Yes	No	Non-Catalog Order	718510	528	University, Foundation	Must comply with your planning unit administrative guidelines. Includes bottled water and coffee.
Beverages - Nonalcoholic (Office Use)	Yes	No	Non-Catalog Order	718510	528	Foundation	Employees' daily consumption within the office. Must comply with your planning unit administrative guidelines.
Booth or Exhibit Space (No Contract)	Yes	Yes	Non-Catalog Order	711120	584	University, Foundation	Reserving a space off-campus
Broadband Internet Service	No	No	Services Agreement	713440	444	University, Foundation	For off-campus University leased or owned buildings only. Must have a business purpose. If provided for employee housing, may be taxable to the employee.
Business Meetings	Yes	No	Services Agreement	718410	444	University, Foundation	Agenda or clear description of business discussed is required for substantiation. Attendees and relationship to University must be identified. No alcohol. No family. Must comply with your planning unit administrative guidelines.
Cadaver	No	No	Non-Catalog Order	712410	564	University, Foundation	Payment for purchase of cadaver
Cadaver Delivery or Disposal	No	No	Services Agreement	725030	444	University, Foundation	Payment for delivery of cadaver to/from University
Cell Phone/ Service/WiFi/Data Reimbursement	No	No	No				Not allowed. Policy 55.075
Certification and Licensing Fees	Yes	Yes	No	719120		University, Foundation	Required certification to perform job duties and the University must have a direct benefit. Not subject to bid limits. Policy 03.020
Charitable Contributions	No	No	No				Not allowed
Citizenship Exam	No	No	No				For researchers working for the University. Not allowed due to personal nature.
Cloud Services	No	No	Yes				See Software below
Commuting charges	No	No	No				Reimbursement of travel expenses for an employee to commute to work are not allowed.
Consultant Fees or Professional Opinion Fees	No	No	Services Agreement	721010	444	University, Foundation	Subject to bid limits.
Copyright Fees - no terms	Yes	Yes	Non-Catalog Order	Varies		University, Foundation	Choose object code based on the purpose such as instructional supplies 712310, etc.
Copyright Fees - with terms	No	No	Services Agreement	Varies		University, Foundation	Choose object code based on the purpose such as instructional supplies 712310, etc.
Cork Fees	Yes	No	No	718510		Foundation	Restaurant Charge for opening wine
Decorations (Official University Functions)	Yes	No	Non-Catalog Order	711630	542	University, Foundation	Policy 42.501
Decorations / Flowers (for University Buildings)	Yes	No	Non-Catalog Order	719230	535	Foundation	Decorations must be for public areas. Policy 42.501
Demurrage (gas cylinders)	Yes	No	Non-Catalog Order, Blanket	712460		University, Foundation	Charges for canisters/cylinders. This is considered a usage fee and not a rental.
Discount Club Memberships	No	No	No				Not allowable. Examples: SAM's Club membership; United Airlines Red Carpet Club membership; Amazon Prime.
Charitable contribution/Donations in lieu of flowers	Yes	Yes	Non-Catalog Order	719230		Foundation	Only allowed for donation in lieu of flowers in memory of employee, employee's parent, employee's child, employee's spouse, employee's domestic partner, student, or those with a business relationship. $50 limit. Donations to the 51�� Foundation should be processed by Foundation Accounting. Please contact a member of Foundation Accounting if a donation needs to be made to an 51�� Foundation Account
Dry cleaning / laundry	No	No	Non-Catalog Order	711610; 711640	532	University, Foundation	Charges for dry cleaning or laundering of costumes, linens, etc. Does not include charges for dry cleaning of uniforms or other personal items
Educational Fee Waiver	No	Yes	No	709710		University, Foundation	For attendance at any school with which 51�� has a reciprocity agreement. May be taxable. For more information, see Educational Benefits.
Entertaining at Home	Yes	No	No				Consumables only. Paper plates, plastic cups, disposable table cloths, etc. Number of attendees and menu must be attached to substantiate food purchases. Include fliers, invitation, etc. showing the date of the event and the purpose. Must comply with your planning unit administrative guidelines.
External employment services	No	No	Services Agreement	722510	444	University, Foundation	Fees paid to outside independent businesses for providing labor.
External employment services for law enforcement and campus security fees	No	No	Services Agreement	726010	444	University, Foundation	Payments for law enforcement/security external to the University
Film Development / Supplies	Yes	No	Non-Catalog Order	712310	404	University, Foundation
First Aid Kits (No Medication Included)	Yes	No	Catalog Order	712510	529	University, Foundation	Not to be used for first response emergencies. In the event of an emergency, please call 911.
Flight Insurance (Domestic)	No	No	No
Flight Insurance (International)	Yes	No	Services Agreement	733110	542	University, Foundation	To protect in case of canceled flight -- foreign flights only. Proof of insurance is part of required substantiation. Policy 41.121
Flowers	Yes	No	Non-Catalog Order	719230	542	Foundation	Philanthropic relationships, hospitalization of a student or employee, or the funeral of a benefactor, employee, or member of employee's immediate family. The definition of immediate family found in OHIO policy 40.030 applies to all employees in relation to condolence flowers.
Flowers (Student Funeral)	Yes	No	Non-Catalog Order	719230	542	University, Foundation	Funeral of a student.
Food and Beverages (University Events)	Yes	No	No	Varies		University, Foundation	Applies to food and drinks ordered for University-sponsored events (such as pizza and subs and non-alcoholic beverages) that do not involve catering services or contracts. Must comply with your planning unit administrative guidelines.
Food and Beverages (University Events/Catering)	No	No	Services Agreement	Varies	542	University, Foundation	Applies to food and drinks served on the 51�� campus or at University-sponsored events. Must comply with your planning unit administrative guidelines. Must contact Catering Office in Baker University Center if the cost of catering exceeds $250. Policy 47.015
Gasoline (Bulk Purchase)	No	No	Blanket	714510	541	University, Foundation
Gasoline (Personal Vehicle)	No	No	No				Not allowed
Gasoline (Rental Vehicle/University Vehicle)	Yes	Yes (non-employees only)	No	718120, 718220		University, Foundation	For rental vehicles while on travel status. Concur will be used for the reimbursement request if paid out of pocket. Student reimbursements will be handled on the TER form. Non-employees will be reimbursed through the Payment Request.
Gift Cards / Certificates (for Supplies)	No	No	No				Purchase of gift card to later buy supplies is not allowed.
Gift Cards / Certificates (Prizes)	Yes	No	Non-Catalog Order	719240	119, 3644	University, Foundation	Must be purchased no more than 7 days in advance if purchased on a PCard so it can be substantiated within 10 days as required by policy. Name, amount and signature of recipients are required as substantiation as well as receipt for purchase. Greater than $100 requires a W9 from the recipient. May be taxable to recipient.
Gift Cards / Certificates (Research Subjects)	Yes	No	Non-Catalog Order	719410	119, 3644	University, Foundation	May be purchased with a research advance. Must be purchased no more than 7 days in advance if purchased on a PCard so it can be substantiated within 10 days as required by policy. Name, amount and signature of recipients are required as substantiation as well as receipt for purchase. Greater than $100 requires a W9 from the recipient. May be taxable to recipient.
Gifts (going away)	No	No	No				Not allowed
Gifts (Promotional)	No	No	Catalog Order	711120	119	University, Foundation	Must not exceed $100 per person per calendar year. May be taxable. Please use preferred supplier, Consolidus. Printing Services may be able to provide some items.
Gifts (recipients have a relationship to the University)	Yes	Yes	Catalog, Non-Catalog Order	719230	119, 3644	Foundation	Graduating students or persons external to the University who have a business or advancement relationship to the University. Must not exceed $100 per person per calendar year. May be taxable. Policy 03.016
Gifts (Retirement)	Yes	Yes	Catalog, Non-Catalog Order	719210	119, 3644	University, Foundation *Under current University Spending Guidelines only Foundation funds may be used.	Must not exceed $400 per person per calendar year. Must be awarded as part of a meaningful presentation.Cash, cash equivalent, vacation, meals, lodging, theater or sports tickets are considered taxable income to the employee/retiree.
Golf Outings	Yes	Yes	Non Catalog	718510	542	Foundation	Golf Outings are seen as social in nature and therefore not allowable on University funds.
Greeting Cards	Yes	No	No	719230		Foundation	Must be for a person(s) external to the University with a business relationship.
Guest Appearance	No	No	Short Form Services Agreement	725030	444	University, Foundation	Contractual payments for non-employee services as defined on the Short Form Services Agreement form [PDF]. May be taxable depending on aggregate payments in one calendar year.
Holiday Gatherings	No	No	No				Not allowed.
Honorarium	No	Yes	No	719310	604	University, Foundation	Non-contractual payments to speakers less than or equal to $1,500. May be taxable depending on aggregate payments in one calendar year. Honorarium Form must be completed.
Hotel Group (10 rooms or more)	No	No	Services Agreement	718150, 718250	542	University, Foundation
Hotel Individual (9 or fewer rooms)	Yes	No	Non-Catalog Order	718150, 718250	542	University, Foundation	Use of PCard or CTA card preferred with reconciliation in Concur by employee or delegate.
Hotel Internet Charges	Yes	Yes	Non-Catalog Order	718150, 718250	542	University, Foundation	Business travel only. Charges while on vacation are not allowable.
Housing Leases by Employee	No	No	No				Employees must receive a stipend or reimbursement to cover housing costs.
Housing Leases by 51��	No	No	Services Agreement	732510			51�� must be the lessee and proper Signature Authority applies.
Immunizations - Administered by medical professional	Yes	Yes	No	724010			Must have a business purpose. Only required immunizations will be paid. Employees may be reimbursed through Concur for eligible expenses.
Independent Contractors	No	No	Short Form Services Agreement/Services Agreement	725030	444	University, Foundation	See Independent Contractor page for guidance.
Inspection Fees	Yes	Yes	Services Agreement	717100	444	University, Foundation	Not subject to bid limits. Fees associated with fire safety, elevators, etc.
Insurance Fees	No	No	Services Agreement	733110	444	University, Foundation
Interview Meals	Yes	Yes	Non-Catalog Order	718410	542	University, Foundation	Interviewee spouse is allowed. Employee spouse only allowed with business purpose. Per IRS, a bona fide business purpose exists if you can prove a real business purpose for the individual's presence. Incidental services, such as typing notes or assisting in entertaining customers, are not enough. Must comply with your planning unit administrative guidelines.
Key Deposit Reimbursements	No	Yes	No	230600		University, Foundation	Housing is allowed to take apartment deposits that cover damage including keys; for all other departments, please use the Department Key Request and Agreement [Word].
Late Charges	No	Yes	PO	Varies	Varies	University, Foundation	Department needs to state the reason for delinquency on the requisition. Must follow
Legal Services	No	Yes	Services Agreement	723510	444	University, Foundation	Can only be paid for by Legal Affairs.
Legal Settlements	No	Yes	No	723520		University, Foundation	Must be initiated by Legal Affairs and approved by the VP of Finance and Administration and Tax Compliance Manager.
Limousine Services, Charter Shuttles, Car with Driver	No	No	Services Agreement	718120, 718125, 718130, 718220, 718225, 718230	444	University, Foundation	Any ground transportation greater than three (3) passengers, arranged in advanced, requires contract and additional insurance. On spot taxi service, should never have more than three (3) University employees at one-time.
Major Medical, Eye Care, and Life Insurance	No	No	No				Not allowed. Policy 41.010
Meals (Personal-Non Travel or Same Day Travel	No	No	No
Medical Exams/ Services (Student Athletes)	No	Yes		Varies	529	University, Foundation	For student athletes only.
Medical Services	No	Yes	Services Agreement	724010	444	University, Foundation	Examples include blood alcohol tests, or employee drug testing.
Medicine / Drugs	No	No	No				Medicine not purchased by Hudson Health Center, HCOM, Campus Recreation, Athletic Training, or approved research. Directive from Safety and Risk Management: reasons for not allowing OTC ingestible medicines -- (1) No assurance against tampering (2) Medications expire and are not always removed or replaced (3) Allergic reactions are possible.
Memberships and Dues (Civic Clubs)	Yes	Yes	No	719120		Foundation	Limited to President and sr. admins (Provost, VPs, and Deans). May be taxable. Civic clubs only. Social clubs are not allowable. Policy 03.020
Memberships and Dues (Professional Organizations)	Yes	Yes	No	719120		University, Foundation	Multiply year memberships should only be purchased if there is a business reason to do so. Policy 03.020
Memorial Gifts	Yes	Yes	Non-Catalog Order	719230	537	Foundation	$100 limit for a tangible item in lieu of flowers. Only allowed one tangible item per occurrence. Only allowed in lieu of flowers in memory of employee, employee's parent, employee's child, employee's spouse, employee's domestic partner, student, or those with a business relationship.
Music Downloads	No	No	No				Not allowed.
Parking Tickets	No	No	No				Not allowed. If issued internally, contact Parking Services for resolution. Policy 47.001
Passports	Yes	Yes	Non-Catalog Order	718240	542	University, Foundation	Business purpose for travel required.
Ping Passes (Visiting Groups)	No	No	Internal Billing Authorization	780250		University, Foundation	Not taxable for non-degree student groups with a business purpose.
Printing Services	No	No	Services Agreement	Varies	536	University, Foundation	All requests for printing services will be submitted to the Printing Services. If Printing Services cannot meet the needs of the order, an external supplier may be used. Policy 55.035. Please use Consolidus for promotional items.
Professional Services (Architects or Engineers)	No	No	Services Agreement	725010	444	University, Foundation
Professional Services (external to the University)	No	No	Services Agreement	725030	444	University, Foundation	Includes professional training services.
Professional Services (Ohio Review Writers)	No	No	Short Form Services Agreement	725030	444	University, Foundation	If pay is calculated as amount per page, it is not an Honoraria and is considered a professional service.
Publication Fees	Yes	Yes	Services Agreement	711320	444	University, Foundation	Payment for journal publication fees.
Radiation Monitoring Film Badges	No	No	Catalog/Non-Catalog Order	712410	529	University, Foundation	Use preferred supplier if available.
Regalia	Yes	No	Non-Catalog Order, Blanket	719230	542	University, Foundation	For individual employees, rental only. Departmental purchases allowed and ownership must be retained by the department for loan to employees as needed.
Referees, Umpires, Sport Officials	No	No	No				Must use ArbitorPay
Payments for Participation	No	Yes	No	719410		University, Foundation	This refers to payments directly to research subjects, study participants, standardized patients and human subjects.
Sanitizing Supplies	Yes	No	Catalog Order	714110	535	University, Foundation	Items for sanitizing hands, work and public areas.
Security Deposits (Housing)	No	No	No				Not allowed
Shipping items to home address	No	No	No				Shipping any items to home address is not allowable. If there is a business purpose to ship to a remote work site, an exception must be obtained prior to purchase.
Social Gatherings / Parties	No	No	Services Agreement	718510	444	Foundation	Must be infrequent. May include families. Personal parties are not allowed. Must comply with your planning unit administrative guidelines.
Software	No	No	Services Agreement	Varies	444	University, Foundation	All purchases need reviewed by OIT for security and accessibility. Purchasing must review all user or license agreements. Includes online service subscriptions, web hosted sites, data storage and cloud services.
Space Heaters	No	No	No				Not allowed due to Policy 44.105. All requests for purchase of space heaters must be submitted to Facilities Management.
Speeding Tickets	No	No	No				Not allowed. Includes any motor vehicle violations.
Sponsorship	No	No	Services Agreement	711110	444	University, Foundation	Should be for advertising only.
Subscriptions-Online Software	No	No	Services Agreement				See Software above
Subscriptions-Periodicals	Yes	Yes	Non-Catalog Order	713620	525	University, Foundation	Professional periodicals delivered to an OHIO address. No reimbursements to individuals will be made for more than a one year subscription.
Temporary Guest Housing	No	No	Services Agreement	718150	444	University, Foundation	For visiting professors, scholars, etc. May be taxable.
Tickets (Athletic / Entertainment / Social Events)	Yes	Yes	Non-Catalog Order	718510	542	University, Foundation	Must be for the entertainment of individuals with a business or philanthropic relationship. May be taxable. University events may be paid on University funds.
Tickets (Departmental gathering)	Yes	No	Non-Catalog Order	718510	119, 3644	Foundation	May be taxable. Infrequent social gathering with family.
Towing	Yes	Yes		717100	542		Only allowable for Transportation and Parking Services, not for personal vehicles. Policy 47.001
Training/Conference	Yes	Yes		719130 or 719110	607		Registration associated with education. Not paying professional training services.
Travel and Entertainment (for spouses)	No	No	Non-Catalog Order	Use appropriate code for domestic or foreign travel	542	University, Foundation	Requires prior approval. Must have a demonstrated business purpose. Policy 41.121
Utilities	No	No	Blanket Order	Varies	135	University, Foundation	Telephone, electricity, gas, water, cable, etc.
Visas	Yes	Yes	Non-Catalog Order	718240	530	University, Foundation	May be taxable. Not allowable for permanent resident status applications. Those coming to the University should check with International Student and Faculty Services.

51��

Info for:

Log In

Locations

Connect