PCard Allowable / Unallowable List

Allowable Expenses on the UNC Greensboro PCard
Material/Supplies/Commodity

  • Service Orders (incorporated vendors only)
  • Advertising*
  • Off-campus Catering, Fast Food (refer to food section for more details)
  • Groceries**
  • Computers (eMarketplace only)
  • Ipads (5Ws and product Serial Number required)
  • Utilities (cell phones, pagers, cable, etc.)
  • Professional Licenses (In-line with job duties)
  • Rental orders (one-time/non-recurring only; not monthly, annual rent/lease agreements)
  • Memberships
  • Recruiting Services
  • Subscriptions and Magazines (delivered to UNCG address)
  • Shipping & Handling
  • State/Federal Surplus and Purchases from State Agencies
  • Postage (for specific mailing only)
  • UNCG Bookstore Purchases
  • Office Supplies
  • Managed Printing Services (MPS)

*Proof of advertisement must be provided with monthly PCard packet

**Refer to:UNCG Basic Spending Guidelines

Travel*

  • Transportation
  • Commercial Airline, Railroad (coach rate)
  • Rental Cars, Bus (to destination), Taxi (including tip)
  • Airport Limousine, Shuttle Service (including tip)
  • Bus or other Public Transportation (between airport/station and hotel)
  • Internet Services, telephone calls (approved business related)
  • Rental Car Insurance in a foreign country
  • Hotel Room
  • Registrations
  • Parking
  • Gasoline (rental cars only)
  • Travel Agent Fees (although it is recommended to make own travel arrangements)

*Any travel for a Non-Resident Alien must be processed via reimbursement. Form NRA-001 must be completed prior to the University issuing payment. The PCard is not allowed to pay for Non-Resident Alien travel.

Non-Allowable Expenses on the UNC Greensboro PCard
Material/Supplies/Commodity

  • Maintenance contracts
  • Rent/Leases (recurring monthly, annually, etc.)
  • Tuition Payments
  • Consulting Fees/Services
  • Services from Unincorporated Vendors (individuals)
  • Legal Fees/Services
  • Medical Fees/Services
  • 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
  • Gasoline (other than rental car)
  • Furniture – with exception of one replacement chair
  • Controlled Substances
  • Sit-Down meals*
  • Charitable contributions
  • Insurance
  • Cash or Cash Advances
  • Moving Expenses

 

*Refer to UNCG Basic Spending Guidelines

Travel

  • Restaurants (casual or fine dining)/Food/beverages
  • Limousine (other than airport)
  • Any transportation method not directly related to business
  • 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
    • Meals/beverages
    • Tips (other than stated as allowable)
    • In-room Vending (stocked fridge/bar, bottled water, etc.)
  • Insurance of any kind except car rental insurance in a foreign country. (The University has an insurance policy for rentals inside the U.S.)
  • Tours or Other Social Activities
  • Expenses of a Personal Nature
  • Any travel arrangements for Non-Resident Aliens*

*Any travel for a Non-Resident Alien must be processed via reimbursement. Form NRA-001 must be completed prior to the University issuing payment. The PCard is not allowed to pay for Non-Resident Alien travel.