Examples of Allowable and Unallowable Expenses

APPENDIX A
EXAMPLES OF ALLOWABLE AND UNALLOWABLE EXPENSES


Allowable Expenses

  • Office and instructional supplies*
  • Advertising ($1,000 or less)**
  • Maintenance Service Agreements ($1,000 or less)**
  • Professional Services - non-individual ($1,000 or less)**
  • Computer peripherals (printers, scanners, fax, disk drive etc.)
  • Promotional items (Pens, mugs, etc.)
  • Software
  • Subscriptions, books, journals
  • Institutional Memberships
  • Webinars
  • BRE – Select Card only
  • Travel – Select Card only

*Contracts exist with Office Max, Staples and Walter’s Products. Purchases of office supplies should be made through eCUBE, unless it is an emergency.

**Purchases greater than $1,000 must be processed through eCUBE and require a signed agreement.

Unallowable Expenses (but not limited to)

  • Any purchase over Cardholder’s approved transaction limit (Pyramiding)
  • Capitalized equipment or betterments to capitalized equipment
  • Cash advances
  • Computers,notebooks, laptops, tablets, and other computing equipment with central processing units (CPU)
  • Personal expenses
  • Beverages and snacks
  • Cleaning supplies (disinfectant sprays, Clorox wipes)
  • Kitchen supplies (paper towels, dish soap, plates, napkins, silverware)
  • Personal celebration décor (department office)
  • Hand gel, lotions
  • Hygiene items, tissues, pain relievers
  • Desk lamps and office decorations
  • Heaters, fans, air purifiers
  • Refrigerators, microwaves, vacuum cleaners, water coolers
  • Furnishings (furniture, window coverings and décor items)
  • Gasoline/propane (unless pre-authorized)
  • Hazardous chemicals/controlled drugs/radioactive materials*
  • Inter-University Purchases (Bookstore, Parking, Print Shop, Telephone)
  • Insurance
  • Leases
  • Professional Services – individuals (Refer to Independent Contractor Guide)
  • Rentals (vehicles, equipment, cellular phones, facilities)(unless pre-authorized)
  • Travel, including conference registration fees (unless using a Select Card)
  • Chartwells catering
  • Alcoholic beverages (except when Business-Related and charged to discretionary accounts)
  • Charges for someone other than the cardholder unless business-related/hospitality
  • Individual meals while on travel status (reimbursable according to Travel Guidelines)
  • Lost and/or overweight baggage
  • Medical expenses
  • Personal expenses, including meals, auto repairs, telephone charges, etc.
  • Personal entertainment (e.g. airline headsets, movies, tours, sporting events)
  • Traffic fines/parking tickets/court costs

* Hazardous Chemicals are defined as any chemical with the following information on the label: Explosive,
Flammable, Oxidizer, Corrosive, or Poison and with either a flammability, health or reactivity designation factor above level one. For product/substance classification assistance call Chemical Management. Chemical Management, Chemistry, Biology and Physics buyers are exempted from this restriction.

Allowable Select Card Expenses

Refer to the Business-Related and Entertainment Expenses Guidelines and the Travel Guide lines for restrictions regarding the types of expenses listed and unallowable items.

Business-Related and Entertainment Expenses (properly documented with itemized receipts)

  • Alcoholic beverages (must be charged to discretionary account)
  • Food and non-alcoholic beverages
  • Flowers for decorative purposes
  • Flowers/gifts for illness or bereavement
  • Greeting cards
  • Gifts and prizes
  • Gift cards
  • Decorations

Travel

  • Airfare/transportation
  • Business related and entertainment expenses
  • Gasoline for vehicle rentals
  • Lodging
  • Vehicle rental, excluding additional purchased insurance(s)
  • Parking
  • Registration/conference/workshop fees
  • Tolls