Purchasing/AP Quick Reference Guide
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1 /AP Quick Reference Guide Revised 8/26/05 In cases where the Procurement Card is allowed, it is the preferred method for payment. See Business Procedures Manual Section B Procurement Card Accreditation Fees Refer to BPM B Advertising Services Refer to BPM B Ad Placement, newspaper, print, radio/tv Alcoholic Beverages - BPM All Tangible Goods and Items (Less than $5,000) All Tangible Goods and Items (More than $5,000) Attorneys Auctions, Public Awards - Employees Refer to BPM E-7-12 Awards - Students Refer to BPM E-7-11 Banking Fees Refer to BPM B Books for departmental use, including reference books, workbooks and handbooks Building Rent/Lease Payments for off-campus facilities Refer to BPM B Capital Equipment - all items over $2,000 Except for Preferred Vendor on Ebuy site
2 Capital Equipment - Computer Hardware - (Preferred Vendor) - Ebuy Catering Services Cellular Phones and Service Clinics, Doctors/Hospital for services rendered to UK patients when UK is unable to provide service Must be approved by Communication Services Coffee and other refreshments for offices and official University functions Copiers and other office equipment, leased and rentals Consulting Services Copyrighted educational materials Dry Cleaning and Laundry Services Dues for Memberships Duplicating Services Entertainment Agreements Equipment Leases/Rental Equipment, Repairs and Service involving no signed contract Exhibit Space for Conventions, Conferences, Trade Shows/Meeting space/room
3 Exhibit Fees Express Mail Services (ie. FedEx, UPS, DHL) Flowers and the Discretionary Expenditure Policy Floor Covering Removal and/or installation Freight and other shipping costs Fund Raising Activities (Except for Restricted Gift Accounts) Gasoline card purchases made with authorized card Gasoline (Bulk) for use in Physical Plant Division, Agriculture areas, etc. Gifts Refer to the Discretionary Expenditure Policy Government Fees Guests Expenses Meals cannot be charged to the Procurement Card Hazardous &/or Radioactive Materials Approval required by Environmental Health & Safety Officer Honorarium Legal Services Library Books, Periodicals, Pamphlets, Subscriptions Refer to BPM B-3-2-2
4 Maintenance Contracts Meals - Except employee meals while in travel status Medical services rendered to patients, students, when UK Hospital is unable to provide the services Refer to Discretionary Expenditure Policy Refer to BPM B Office Decorations Pagers and Paging Services Must be approved by Communication Services Patient Expenses for meals, lodging, etc. Personal Services Contracts Postal Charges, including stamps and electronic prepayment by meters Publications (reprints), pages or articles from professional journals Recruitment Expenses Refreshments for Workshops Refreshments for Department Use Refunds - Students and Patients Refer to BPM B and the Discretionary Expenditure Policy Registration Fees Only - Conferences/Meetings/ Trainings Registration Fees - Conferences/Meetings/ Trainings with optional events
5 Relocation Expenses Refer to BPM E-7-8 Rental of Equipment Rental of Equipment (Short Term) Procurement Card if no written agreement is required. Research Subject Payments Royalty payments Scholarships, Fellowship payments to UK Students Must be approved by Student Financial Aid Office Speaker Fees Students payments/cash disbursements Student orientation and reception activity expenses Stipends and Grants to UK Students Subawards Subscriptions to newspapers, magazines and journals for Official University purposes Tariff and Custom Fees
6 Temporary Help Transcription Services Transportation Services (Chartered Buses, Aircraft, Watercraft, etc.) Travel - Employees Refer to BPM - E-5-1 thru E-5-3 Travel - Guests Refer to BPM - E-5-1 thru E-5-3 Travel - Students Refer to BPM - E-5-1 thru E-5-3 Utility Payments
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