UNCG PCard Compliance

Purchasing Podium
Purchasing Podium
11/05/09

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Appropriate and Inappropriate Use of PCard


There are three PCard types and each has its own list of Allowable/Unallowable items, as below. If you are unsure which PCard type you have, contact the PCard Department before making a purchase.


Standard Goods/Commodities Only:

Allowable Items:

  • Regular Orders (in person, phone, fax, online)

  • State Contract Orders

  • Service Orders (incorporated vendors only)

  • Advertising

  • Off-campus Catering Vendors

  • Fast Food

  • Groceries

  • Licenses

  • Lease/Rental Order

  • Memberships

  • Recruiting Services

  • Subscriptions and Magazines

  • Shipping & Handling

  • State/Federal Surplus and Purchases from State Agencies

  • Utilities (cell phones, pagers, cable, etc.)

  • Postage (off campus)*

  • UNCG Bookstore Purchases

Unallowable Items:

  • Hotels

  • Gasoline

  • Taxi

  • Registrations

  • Airlines

  • Parking

  • Other travel-related purchases

  • Restaurants (casual or fine dining)

  • Tuition Payments

  • Consulting Fees/Services

  • Services from Unincorporated Vendors (individuals)

  • Legal Fees/Services

  • Medical Fees/Services

  • Temporary Wages

  • Cash Advances

  • Personal/Unapproved/Unofficial Purchases

  • Commitments for greater than one fiscal year

  • Commitments that span fiscal years

  • Transactions that Exceed or Circumvent Spending Limits

  • Maintenance

  • Maintenance Contract Orders

  • Postage (for non-specific mailings)

  • UNCG SpartanCard Office purchases

 

Travel Only:

Allowable Items:

  • Commercial Airline (coach rate)

  • Railroad (coach rate)

  • Bus (to destination)

  • Rental Cars

  • Taxi (including tip)

  • Airport Limousine (including tip)

  • Shuttle Service (including tip)

  • Bus or other Public Transportation (between airport/station and hotel)

  • Hotel

  • Internet Services (approved business related)

  • Registrations

  • Parking

  • Telephone Calls

  • Gasoline (rental cars only)

  • Travel Agent Fees (although it is recommended to make own travel arrangements)

Unallowable Items:

  • Limousine (other than airport)

  • Any transportation method used while traveling other than between airport/station and hotel (not directly business related)

  • Hotel Services/entertainment, including, but not limited to:

    • Movies

    • Sauna

    • Room Service

    • Gym/Weight Room

    • Refrigerator/Microwave requests

    • Foldaway Bed requests

    • Laundry (hotel or outside)

    • In-room Vending (stocked fridge/bar, bottled water, etc.)

  • Meals/beverages

  • Tips (other than stated as allowable)

  • Rental Car Optional Insurance

  • Personal Accident Car Insurance

  • Flight Personal Liability Insurance

  • Flight Cancellation Insurance

  • Tours or Other Social Activities

  • Expenses of a Personal Nature

  • Allowed or Unallowed Standard Goods/Commodities Item (non-travel)

Standard Goods/Commodities plus Travel:

Allowable Items:

  • Regular Orders (in person, phone, fax, online)

  • State Contract Orders

  • Service Orders (incorporated vendors only)

  • Advertising

  • Off-campus Catering Vendors

  • Fast Food

  • Groceries

  • Licenses

  • Lease/Rental Order

  • Memberships

  • Recruiting Services

  • Subscriptions and Magazines

  • Shipping & Handling

  • State/Federal Surplus and Purchases from State Agencies

  • Utilities (cell phones, pagers, cable, etc.)

  • Postage (off campus)*

  • UNCG Bookstore Purchases

  • Commercial Airline (coach rate)

  • Railroad (coach rate)

  • Bus (to destination)

  • Rental Cars

  • Taxi (including tip)

  • Airport Limousine (including tip)

  • Shuttle Service (including tip)

  • Bus or other Public Transportation (between airport/station and hotel)

  • Hotel

  • Internet Services (approved business related)

  • Registrations

  • Parking

  • Telephone Calls

  • Gasoline (rental cars only)

  • Travel Agent Fees (although it is recommended to make own travel arrangements)

Unallowable Items:

  • Restaurants (casual or fine dining)

  • Tuition Payments

  • Consulting Fees/Services

  • Services from Unincorporated Vendors (individuals)

  • Legal Fees/Services

  • Medical Fees/Services

  • Temporary Wages

  • Cash Advances

  • Personal/Unapproved/Unofficial Purchases

  • Gasoline (other than rental car)

  • Limousine (other than airport)

  • Any transportation method used while traveling other than between airport/station and hotel (not directly business related)

  • Hotel Services/entertainment, including, but not limited to:

    • Movies

    • Sauna

    • Room Service

    • Gym/Weight Room

    • Refrigerator/Microwave requests

    • Foldaway Bed requests

    • Laundry (hotel or outside)

    • In-room Vending (stocked fridge/bar, bottled water, etc.)

  • Meals/beverages

  • Tips (other than stated as allowable)

  • Rental Car Optional Insurance

  • Personal Accident Car Insurance

  • Flight Personal Liability Insurance

  • Flight Cancellation Insurance

  • Tours or Other Social Activities

  • Expenses of a Personal Nature

  • Commitments for greater than one fiscal year

  • Commitments that span fiscal years

  • Transactions that Exceed or Circumvent Spending Limits

  • Maintenance

  • Maintenance Contract Orders

  • Postage (for non-specific mailings)

  • UNCG SpartanCard Office purchases

*Postage can be purchased for a specific mailing only, and only in the exact amount needed for the mailing. The purchase of a book of stamps to be kept in an office drawer is not allowable.