University of Louisville
Procure-to-Pay Grid
Last updated, 05/06/15
This list is not all inclusive. If payment is being made for a category not listed, please contact the Controller's Office, Purchasing or the ProCard Office.
The University Stockroom carries a wide variety of items and should be the primary source of purchase for any of these categories that are applicable.
Category
Transaction Type
Discretionary
Funds
Job ads, banners, etc.
NonDiscretionary
Funds
Yes
ADVERTISING/SIGNAGE
AIRFARE
Yes
ProCard
Employees or Students
Yes
Yes
Central Billing Card or
Travel Voucher
Guests
ALCOHOL
Alcoholic beverages
Payment Method
Contracted Vendor
(* = Mandated)
PanAm
Swabiz
Special Comments
Policy
Reference
Charged to the University's central billing card and allocated to the
appropriate departmental speedtype.
http://louisville.edu/finance/controller/
acctops/travel
Since alcohol may present risks, events at which it is available should be
managed with common sense and due care. Alcohol may not be charged to
general funds, sponsored programs, or other restricted funding sources.
http://louisville.edu/procard/policies/al
cohol-entertainment
Central Billing Card or RFD
No
Yes
ProCard
http://louisville.edu/finance/controller/
policies/alcoholpurchase
ALCOHOL (lab grade)
Alcohol for lab use
APPLIANCES
AWARDS
Employee awards
-Cash
-Cash equivalent
-Tangible items
Yes
Yes
Stockroom Requisition
Form
Yes
Yes
ProCard
Yes
Yes
______________ _____________ Payroll
____________ _____________ Swift Gift Card
_____________ _____________ ProCard
Student awards
-Cash
-Cash equivalent
-Tangible items
Non-employee awards
-Cash
-Cash equivalent
-Tangible items
_____________
_____________
_____________
_____________ RFD_____________ _
_____________ Swift Gift Card
_____________ Procard___________
Books used in the classroom for instructional
purposes
Yes
Yes
ProCard
CARDS
Holiday/Greeting Cards
Yes
Yes
ProCard
CATERING
Food, beverage, and/or service staff
Yes
Yes
ProCard
The University directly pays the vendor for
the employee's cell plan
Swift Prepaid*
Review w/Financial Aid
BOOKS (CLASSROOM, TEXT)
CELL PHONES
__
Stockroom*
Yes
Yes
ProCard
Swift Prepaid*
University Bookstore
Sodexo
Sprint PCS
Verizon Wireless
RFD
http://louisville.edu/purchasing/sustain
ability/uofl-green-purchasing-policy
Any employee cash award must be processed through Payroll. Any cash
equivalent award must be reported to Payroll via a Non-Cash Compensation
form. Tangible awards are permitted if the value is less than $100. Any
tangible award $100 or more should be reported to Payroll via a Non-Cash
Compensation form.
https://louisville.edu/financialaid/uofldepartmentalportal/Payment_Matrix.pdf
Any cash/cash equivalent award over $25 to a student must be reviewed by
Financial Aid prior to disbursement. Tangible awards with a value less than
$100 are permitted - value $100 or more must be tracked for 1099 reporting
purposes.
AT&T Wireless
The employee pays the vendor directly and
the University reimburses the employee
Must have Energy Star rating.
http://louisville.edu/finance/controller/
policies/prepaidcard
http://louisville.edu/finance/payroll/for
ms/noncashcomp
Any cash or cash equivalent award to a non-employee will be tracked for
1099 reporting purposes.
In cases where the student fee for the books was assessed separately or
covered in the registration fee, and the instructor is providing the books.
If a contract is required by the catering company, a Purchasing Buyer must
approve and execute the contract.
http://louisville.edu/procard/policies/al
cohol-entertainment
Alcohol is not permitted on restricted funding sources.
http://louisville.edu/finance/controller/
policies/alcoholpurchase
http://louisville.edu/it/departments/co
mmunications/telephones/cellularservices/cellular-telephone-services
The University has arrangements with several cellular telephone vendors to
provide discounts for UofL departments and employees. Each cellular
provider has a corporate plan for departments paying for service with a
University speedtype account, and provides special service plans for
employees of the University.
http://louisville.edu/it/policies/cellulartelephone-policies
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University of Louisville
Procure-to-Pay Grid
Category
Transaction Type
CLINICAL TRIALS
Anyone participating in a research study
NonDiscretionary
Funds
Yes
Discretionary
Funds
Yes
Payment Method
Swift Gift Card
Contracted Vendor
(* = Mandated)
Swift Prepaid*
Special Comments
Swift Gift Cards should be used for all clinical trial & study payments.
Policy
Reference
http://louisville.edu/research/humansu
bjects/policies/paying-subjects
http://louisville.edu/finance/controller/
policies/prepaidcard
COMPUTER EQUIPMENT &
HARDWARE
Personal Desktop Computing (items
valued below $5,000)
Yes
Yes
Capital Assets (items valued at $5,000 or
greater)
ProCard
PO
Apple
Dell
Lenovo
Pomeroy (HP)
Toshiba
The University has negotiated discounts with several computer vendors for
purchases by departments and individual faculty and staff. Purchases can be http://louisville.edu/procard/policies/
eqjuipment-purchases
made directly through the vendor web sites.
All capital equipment must be ordered on a PO. All equipment valued less
than $5,000 that is purchased on a ProCard must be submitted to Inventory
Control for tagging purposes.
CONTRIBUTIONS/ DONATIONS
Cash Donations
No
Yes
RFD
Donation must be paid directly to the organization and approved by the
department head.
https://louisville.edu/finance/controller/p
olicies/donations
CONSULTING/PROFESSIONAL
SERVICES
Doctors, employee search firms, nurses,
lawyers, engineers, architects,
graphic/interior/website designers, writers,
editors, auditors, etc.
Yes
Yes
PO via PSC
All Personal Services Contracts require an RFP process prior to establishing a
contract; there is no dollar threshold.
http://louisville.edu/purchasing/pscs
No
Yes
PO via PSC
Must go through the Office of Technology Transfer to make these types of
payments
http://louisville.edu/research/offices/te
chnology-transfer/ip-policy.html
COPYRIGHTS
http://louisville.edu/purchasing/policies
/purchasing-11.00.html
DUES/MEMBERSHIPS
Institutional and
Individual Membership to:
-Civic, Service, Private Club*
-Professional Organizations
-Professional Licenses
ENTERTAINMENT CONTRACTS
Yes
Yes
ProCard
*Must be reported to the University Tax Department for review of taxabilty
to recipient.
Yes
Yes
ProCard
All contracts/agreements should be reviewed and executed through the
Purchasing department prior to finalizing.
EQUIPMENT, EQUIPMENT
REPAIR & RENTAL
Equipment valued less than $5,000
Capital equipment valued at $5,000 or greater
Yes
Yes
ProCard
PO
All equipment valued at $1000 or greater must be submitted to Inventory
Control for tagging . All capital equipment must be ordered on a PO.
http://louisville.edu/procard/policies/
eqjuipment-purchases
EXAM FEES
Exams for professional certification or
licensure*
Administrative Professionals Day Classroom
Purposes
Congratulatory
Funeral/Illness:
-Employee & Immediate Family
-Friends/Donors
Yes
Yes
ProCard
No
Yes
ProCard
*Must be reported to the University Tax Department for review of taxability
to recipient.
These gifts shall not exceed $100 and shall be funded from discretionary
programs.
http://louisville.edu/finance/controller/
policies/examfeetax
http://louisville.edu/finance/controller/
policies/emplgifts
Furniture for classrooms or offices
Yes
Yes
ProCard
FLOWERS
FURNITURE
Herman Miller
Kimball
Leland Thompson
Office Equipment Co.
OfficeMax
ORI
Virco
Furniture with upholstery or fabric furnishings (wall covering, carpet, drapery, http://louisville.edu/purchasing/contrac
etc.) is restricted unless it meets fire code standards (CAL117). Contact UPDC ts/commodity.html#F
at 852-6176 to ensure specifications are met.
A full listing of office furniture contracts can be found on the Purchasing
website.
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University of Louisville
Procure-to-Pay Grid
Category
Transaction Type
GASOLINE
Gasoline for university-owned
vehicles or equipment
GIFT CARDS
GIFTS
GUEST EXPENSES
GUEST SPEAKERS/
HONORARIUMS
HOTEL/LODGING
NonDiscretionary
Funds
Yes
_____________
Yes
Fuel Card
_____________ __________________
Gasoline for rental cars/vans for one-day
business travel (no overnight
hotel stay_______________________
_____________
ProCard
_____________ __________________
Gasoline for group van rental for
approved student activities
_____________
ProCard
_____________ __________________
Gasoline for rental Cars for multi-day
business travel
_____________
Travel Voucher
_____________ __________________
Cards given to individuals for prizes, awards,
incentives, appreciation, etc.
Employee gifts
- Cash___________________________
- Cash equivalent_________________
- Tangible items__________________
Yes
Discretionary
Funds
Yes
Payment Method
Swift Gift Card
Yes
Yes
______________ _____________ Payroll___________
____________ _____________ Swift Gift Card____
_____________ _____________ ProCard__________
Student gifts
- Cash___________________________
- Cash equivalent_________________
- Tangible items__________________
____________
____________
____________
____________
____________ Review w/Financial Aid
_____________
Non-employee gifts
- Cash___________________________
- Cash equivalent_________________
- Tangible items__________________
_____________
_____________
_____________
_____________ RFD_______________
_____________ Swift Gift Card ___
_____________ Procard___________
Expenses paid directly by the
University :
Hotel____________________________
Airfare__________________________
___Rental Car____________
_____________
_____________
_____________
Central Billing Card or
_____________ ProCard____________
_____________ Central Billing Card_
_____________ PO
Registration fees and other incidentals
_____________
_____________ ProCard
Other expenses that need to be
reimbursed to the individual
_____________
_____________ RFD____________
Fee for speaking services or gestures of
goodwill
Yes
Yes
Yes
Yes
Contracted Vendor
(* = Mandated)
James River Solutions*
Special Comments
Use of personal vehicles for business travel is discouraged due to liabilty
issues. In cases where a personal vehicle is necessary, justification must be
provided on the travel voucher.
Employees________________________
Yes
_____________ Central Billing Card
Students_________________________
_____________
_____________ Central Billing Card
Guests___________________________
_____________
Central Billing Card or
_____________ ProCard______
Swift Gift Card*
Swift Prepaid*
Single merchant gift cards are not permitted
http://louisville.edu/finance/controller/
policies/prepaidcard
Any employee cash gift must be processed through Payroll. Any cash
https://louisville.edu/financialaid/uoflequivalent gift must be reported to Payroll via a Non-Cash Compensation
departmentalform. Tangible gifts are permitted if the value is less than $100. Any tangible portal/Payment_Matrix.pdf
gift $100 or more should be reported to Payroll via a Non-Cash Compensation
form. Retirement gifts have a different threshold - the University Tax
http://louisville.edu/finance/controller/
Department should be consulted in these situations.
policies/prepaidcard
Any cash/cash equivalent gift over $25 to a student must be reviewed by
http://louisville.edu/finance/payroll/for
Financial Aid prior to disbursement. Tangible gifts with a value less than $100 ms/noncashcomp
are permitted - value $100 or more must be tracked for 1099 reporting
purposes.
Swift Prepaid*
PanAm
Swabiz
Any cash or cash equivalent gift to a non-employee will be tracked for 1099
reporting purposes.
The central billing card is used for all PanAm and Swabiz transactions.
Oxygen, Acetylene, Propane
Individual books, reference materials and
supplies
Yes
Yes
Yes
Yes
ProCard
ProCard
http://louisville.edu/finance/controller/
acctops/travel
http://louisville.edu/finance/controller/
acctops/guestspeakerinstr
http://louisville.edu/finance/controller/
acctops/travel
http://louisville.edu/finance/controller/
acctops/forms/hotelccauthorization
PanAm
INDUSTRIAL GASES
INSTRUCTIONAL MATERIAL &
SUPPLIES
http://louisville.edu/purchasing/policies
/purchasing-13.00.html
http://louisville.edu/finance/controller/
acctops/travel/hotelautorental
RFD
Yes
____________
Policy
Reference
Classroom orders of books should be processed via the University Bookstore.
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University of Louisville
Procure-to-Pay Grid
Category
Transaction Type
NonDiscretionary
Funds
Yes
Discretionary
Funds
INSURANCE
Medical Malpractice, Bonding
LAUNDRY
LABORATORY & MEDICAL
SUPPLIES & CHEMICALS
LEGAL SERVICES
Towels, uniforms, etc.
Yes
ProCard
Yes
Yes
Yes
Yes
ProCard
ProCard
Contracted legal services
Yes
Yes
PO via PSC
LICENSE PERMIT FEES
City, state, federal and/or individual licensing
Yes
Yes
ProCard
Contact University Counsel and/or Purchasing before acquiring these
services.
Please use ProCard unless check is the only accepted form of payment
LICENSE (SOFTWARE)
Licenses for software programs
Yes
Yes
ProCard
Please purchase via iTech Xpress if available.
MAIL SERVICES
See also "Postage"
Yes
Yes
MEALS
Payment Method
Internal Postal Billing
Outsourced/3rd Party Mail Service (if
approved by Postal Services)
ProCard
Employee Spouse Meals
*Entertaining Official Guests
*Faculty Orientations/Receptions
*Recruitment (Prospective Employee)
Yes
Yes
No
No
Special Comments
ProCard
University Postal Services is the designated provider of these services. You
must obtain their approval before using an outside service.
http://louisville.edu/procard/policies/la
boratory-chemicals
http://louisville.edu/provost/universityc
ounsel/
http://louisville.edu/postal
All activities should have a U of L-related business purpose. Meetings should http://louisville.edu/purchasing/procur
have a planned with a defined, strategic business objective. Whenever
e-to-pay-guidelines/summary-ofposssible, meetings should be conducted outside normal meal periods.
procure-to-pay-changes
Entertainment meals may not be reimbursed from federally sponsored
programs unless the program specifically permits such expenses.
Spouse meals shall be paid from discretionary funds, only when authorized by
specific policy or approval of the appropriate Dean or Vice President.
MEETING/CONFERENCE ROOM
RENTAL
Rental of space for meetings, recruitment
efforts, social functions, etc.
Yes
Yes
Procard
If a contract is required, a Purchasing Buyer must approve and execute the
contract.
MEMORIAL GIFT
Cash donation In lieu of flowers
No
Yes
RFD
Limited to $100
OFFICE & HOLIDAY
DECORATIONS
OFFICE SUPPLIES
Decorations for student areas, offices, or
University functions
Materials that are consumed within an office
during normal business operations
Yes
Yes
ProCard
Yes
Yes
ProCard
Yes
Yes
University IUT
PARKING PERMITS (UofL
Permits)
Policy
Reference
Other types of commercial insurance, such as property, liability, and workers http://louisville.edu/riskmanagement/
compensation cannot be acquired by an employee or department; it must be
processed through the Insurance & Risk Management Office
UofL Postal Services
Folding, stuffing, labeling, sealing envelopes,
etc.
Employee Meals:
*Business-related meals while traveling
*Department Social Activity
*Entertaining Official Guests
*Faculty/Staff/Alumni Events & Receptions
*Student Orientations/Receptions
*On Campus Working Meals
*Recruitment (Prospective Employee)
*University milestone recognition
Contracted Vendor
(* = Mandated)
OfficeMax/OfficeDepot*
http://louisville.edu/finance/controller/
policies/memorialgifts
http://louisville.edu/purchasing/policies
/purchasing-26.00.html
http://louisville.edu/parking/
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University of Louisville
Procure-to-Pay Grid
Category
Transaction Type
PARKING FEES
Parking charges paid to outside
organizations____________________
NonDiscretionary
Funds
Yes
_____________
Yes
Discretionary
Funds
Payment Method
Contracted Vendor
(* = Mandated)
Special Comments
Policy
Reference
Yes
ProCard
_____________ __________________
Parking fees incurred during business
meetings (same-day trips,
no overnight stay)_________________
Yes
ProCard
____________
_____________ __________________
Parking fees incurred during
business travel (overnight stay)____
Yes
_____________
Yes
Travel Voucher
_____________ __________________
Yes
_____________
Yes
_____________ CampusShip Website_
Courier Services
_____________
Internal Postal Billing or
ProCard (if outside
_____________ service)_____________
Departmental mailings______________
_____________
_____________ UofL Postal Meter Card
Stamps____________________________
_____________
_____________ USPS________________
PERSONAL SERVICES CONTRACT See Consulting/Professional Services
(PSC)
POSTAGE
UPS_______________________________
UPS
UofL Postal Services
UofL Postal Services
ProCard
PROCTORING/NOTE TAKING
PRINTING
PUBLIC RELATIONS
Printing, graphic design, business cards,
letterhead & envelopes, etc.
Yes
Yes
RFD
Yes
Yes
IT Print Shop Work Order
Fund Raising Activities, Alumni
Activities
Yes
Yes
Dinners and other Entertainment Activities
Yes
Yes
Yes
Yes
RADIOACTIVE AND OTHER
HAZARDOUS MATERIAL
ProCard
PO
Any payments to students must be reviewed and approved by Financial Aid if
amount is more than $25.
University Printing Services in Information Technology is the designated
http://louisville.edu/it/departments/ite
provider of these services. Please contact the Print Shop for consultation
ch-xpress-and-printing-copierprior to enlisting the services of an outside provider
management
http://louisville.edu/purchasing/policies
/purchasing-37.00.html
Please see the University's Entertainment Policy. Alcohol is not permitted on http://louisville.edu/procard/policies/al
restricted funding sources.
cohol-entertainment
The University has a Radiation Safety Office to oversee the purchase, use,
disposal, and shipment of radioactive material. They are responsible for
obtaining the appropriate Commonwealth of Kentucky licenses(s).
http://louisville.edu/finance/controller/
policies/alcoholpurchase
http://louisville.edu/purchasing/policies
/purchasing-23.00.html
http://louisville.edu/dehs/training/ship
ping-hazardous-materials
RECRUITMENT EXPENSES
See Guest Expenses
REFUNDS
Payments made to offset an amount that was
previously paid to the University by an
individual or company - must have been paid
previously to be classified as a "refund"
Yes
Yes
RFD
Should be charged to the program/account that the original payment was
made to
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University of Louisville
Procure-to-Pay Grid
Category
Transaction Type
REFRESHMENTS FOR
DEPARTMENT USE
Food and drink items for departmental
business purposes (i.e. bottled water, coffee,
soda, snacks, etc.)
REGISTRATIONS
RELOCATION EXPENSES
Departmental and individual
(conference, event & meeting)
Moving allowances provided to new
employees moving to Louisville:
movement of people, good and house
hunting expenses
Expenses Paid Directly to Vendor on
behalf of New Employee____________
Expenses Reimbursed to the new employee
(if prior approval from
Purchasing)_________________________
RENTAL CAR
Employees, students, or guests
NonDiscretionary
Funds
Yes
Discretionary
Funds
Payment Method
Yes
ProCard
Yes
Yes
Stockroom Requisition
Form
ProCard
Yes
Yes
_____________
_____________
Relocation
Reimbursement
_____________ Form_____________
Yes
Sodexo
PO
Special Comments
Policy
Reference
Can also use local grocery stores for purchases of these items - ProCard
should be used.
Stockroom
Berger Allied*
ProCard (Paid only by the
Purchasing
_____________ Department)_______
Yes
Contracted Vendor
(* = Mandated)
All movement of goods for new employees must be processed through the
University Purchasing Department. Any exception requests for new
employee self moves must be approved by the Purchasing staff.
http://louisville.edu/purchasing/policies
/purchasing-32.00.html
http://louisville.edu/hr/policies/PER113
.html
http://louisville.edu/finance/controller/
acctops/forms/relocationreimbursemen
t
Enterprise/National*
The ProCard can only be used for short-term, same-day WeCar rentals for
employees or students.
http://louisville.edu/finance/controller/
acctops/travel/hotelautorental
http://louisville.edu/purchasing/policies
/purchasing-27.00.html
http://www.wecar.com/content/carsharing/en_US/join-wecar/programdetails-louisville.html
RENTAL (SPACE & FACILITIES)
Rental of space for meetings, recruitment
efforts, social functions, etc.
ROYALTIES
SOFTWARE
STIPENDS
STUDENT ACTIVITIES
AND EXPENSES
A form of a payment for things such as
internships or apprenticeships, etc. distinct
from a wage or salary because it does not
necessarily represent payment for work
performed
Orientations and Receptions,
Department Graduations
Travel
SUBCONTRACTS (SPONSORED
PROGRAMS AND GRANTS)
SUBSCRIPTIONS
Departmental and individual
Yes
Yes
Procard
If a contract is required, a Purchasing Buyer must approve and execute the
contract.
No
Yes
RFD
Must go through the Office of Technology Transfer to make these types of
payments; typically these payments are made to employees or past
employees (unless joint venture with another institution)
Yes
Yes
Yes
Yes
ProCard
RFD
Please purchase via iTech Xpress if available.
No payments permitted on RFD to currently enrolled students unless
reviewed and approved by Financial Aid Office. Cannot represent wages or
salaries for individuals who should be placed on the University's Payroll
system
Yes
Yes
_____________
ProCard for payments
made directly to
_____________ vendors_____________
_____________
Travel voucher for student
travel
_____________ reimbursements______
Please be mindful that any expenses that are paid on behalf of a student or
reimbursed to a student must be approved by the Financial Aid Office in
advance
Yes
No
PO
Work through the Executive Vice President for Research & Innovation Offices
Yes
Yes
ProCard
Magazines, newspapers
http://louisville.edu/research/offices/te
chnology-transfer/royalty-distribution2013.pdf
https://louisville.edu/financialaid/uofldepartmental-portal/payment-matrix
6 of 7
University of Louisville
Procure-to-Pay Grid
Category
Transaction Type
SUBSIDIES/SPONSORSHIPS
TEMPORARY HELP
NonDiscretionary
Funds
No
Yes
Discretionary
Funds
Yes
Yes
Payment Method
Procard
ProCard
Contracted Vendor
(* = Mandated)
Delta Direct
Special Comments
Policy
Reference
Please work through Human Resources
https://louisville.edu/hr/employment/t
empservices/applicants/tempapplicanti
nfo.html
The University also provides the option for utility companies to debit our
bank account for monthly charges. Please work through the Treasury
Management department.
http://louisville.edu/finance/controller/
treasurymgmt/eftpreauthdebt
Management Registry, Inc.
Medical Society
Employment Services
HR Affiliates
UTILITIES
Cable/Satellite TV
Water
Gas
Electric
Phone
Yes
Yes
ProCard
http://louisville.edu/finance/controller/
treasurymgmt/eftdebitauthform
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