Financial Services

 

OUHSC Campus
OU TULSA Campus
OU NORMAN Campus

Accounts Payable

 

Pcard Guide

Pcard Guide - PDF

 

Expense Type Allowable? GL Code Clarification

All purchases should be retained by the University, used for business purposes only, not require a contract and not be in excess of $5,000. 

Advertising/Job Posting No   These expenses should be coordinated through Human Resources.
Alcohol No    
Ammunition No   See Regent’s Policy for more information.
Appliances Yes 660100 Examples include refrigerators, microwaves, coffeemakers, dishwashers, etc. 
Awards No   Items not retained by the University are not allowable on the Pcard. Examples include but are not limited to certificates, medals, trophies, etc. See the Awards/Acknowledgements/Appreciation policy for more information.
Books Yes 608100 Examples include books, journals, magazines, etc.

Bottled Water/Beverages

Yes 630400 Examples include large jugs of water for beverage units and individual sized bottles of water or other non-alcoholic beverages.
Bottled Water Service/Water Machine Rental No   See the Purchasing Small Dollar policy for more information.
Cash No   Examples include but are not limited to money orders, wire transfers, traveler’s checks, ATM withdrawals, etc.
Cellular/Smart Phone Service Yes 860100 See the Communication Devices and Services policy for more information.
Cellular/Smart Phones Yes 660540 Does not include disposable phones.

Certification/Accreditation

No    
Classroom Materials/ Educational Supplies Yes 608400 Examples include bulletin board supplies, crayons, chalk, stickers, etc.
Cloud/Data Storage No   All information system resources receiving, storing and/or transmitting University data must have a Product Review completed by OUHSC IT to identify risks and necessary regulatory controls. See the Information Security R.I.S.K program for more information.
Coffee Service/Coffee Machine Rental     No   See the Purchasing Small Dollar policy for more information.
Coffee/Coffee Supplies Yes 630400 Coffee should be used primarily for visitors and available in a public area. Examples include coffee, K-cups, coffee filters, creamer, sugar, tea, cocoa, stirrers, etc.

Computer Parts/

Technology Supplies

Yes 602300 Examples include cords, cables, calculators, surge protectors, etc.
Conference Registrations No   The Pcard can only be used if no travel related expenses will be incurred and prepayment requirements are met. See the Registration Fees policy for more information. 

Construction/

Renovation

No    
Contracts/Agreements No   Any purchase involving a signed contract, agreement, or terms/conditions must be processed through the Purchasing Department.
Copies/Prints Yes 831000 See Printing Services for more information.
Décor Yes 602700 Examples include baskets, frames, clocks, pictures, pots, mirrors, etc.

Desktop Computers/

Laptop Computers

No   See prescribed IT purchasing procedures
Domain Names No   All information system resources receiving, storing and/or transmitting University data must have a Product Review completed by OUHSC IT to identify risks and necessary regulatory controls. See the Information Security R.I.S.K program for more information.

Electronic/Digital/

Online Materials

Yes 602500 Not allowable when downloaded on a personal device. Examples include electronic books, apps, images, etc.
Electronics Yes 660100 Examples include televisions, DVD players, weather radios, etc.
Employee Testing/Exams Yes 608200 Examples include proficiency tests, board exams, licensing exams, etc.
Employee Training Yes 920350 Examples include training on Microsoft Office, 3D printers, medical techniques, etc.

Entertainment/

Events/Activities

No    

Equipment/

Equipment Parts

Yes 660100 Examples include laboratory equipment, research equipment, video conferencing equipment, etc.
Event Supplies Yes 630450 Examples include banners, table linens, centerpieces, etc.
Fees Yes 920550 Examples include fees for applications, abstracts, copyrights, mailing lists, vital records, etc. If related to a travel objective, these expenses should be paid on a Travel Card. 
Firearms No   See Regent’s Policy for more information.
Food No   Only allowable for non-human consumption/use.  Business meals may be paid for with the Travel Card. See Food and Beverage policy for more information.
Foreign Vendors No   Payments to foreign vendors (including purchases shipped and/or billed from a foreign country) are not allowable without prior approval.

Freight/Shipping/Handling

Yes 920500 See Shipping Contracts for more information.
Fuel No    
Furniture Yes 660100 See Furniture Contracts for more information.
Gift Cards/Gift Certificates No   See Participant Incentive Gift Cards policy for more information.
Gifts No    

Greeting/Seasonal Cards

Yes 922310 or 922320 Cards should be purchased for business purposes only and should not be personal in nature. Cards to promote activities for students should be coded as 922310. Cards to promote activities for patients, recruits, employees or other business associates should be coded to 922320. Cards to promote employee activities should demonstrate a sufficient business need.
Insurance No    

Labor/Maintenance/Repair

No   See the Purchasing Small Dollar policy for more information.
Laboratory Supplies Yes 600100 Examples include chemicals, gases, beakers, pipettes, etc.
Late Fees No   See Late Fees policy for more information.
Laundry Services Yes 810600 Examples include laundry services for bed linens, scrubs, lab coats, gowns, towels, etc
Leases No   See the Purchasing Small Dollar policy for more information.
Licenses No    
Lodging No   The Travel Card should be used for travel expenses. 
Memberships No   Only allowable for institutional memberships.

Notary/Notary Renewal

Yes 920700 Examples include payments for the first notary, subsequent renewals, notary stamps or seals. 
Office Supplies Yes 602700 Examples include pens, paper, nameplates, staples, etc.
Patient Supplies Yes 604100 Examples include masks, gloves, test strips, syringes, etc.
Personal Expenses No    
Personal Safety Supplies Yes 604300 Examples include hard hats, harnesses, safety vests, respirators, etc.

Phone/Data/Internet Services

Yes 860100 Examples include cellular service, pager service, land-line phone service, data/internet access, etc.
Photos/Videos Yes 602600 Examples include physical photos, DVDs, CDs, etc. Online or digital materials should be coded as 602500.

Photography/Videography

No    

Physician Credentialing

Yes 829100 Examples include verifications on licensure, malpractice awards, exclusion participation, etc.
Pike Pass Yes 701146 Only allowable for use in University owned vehicles.
Postage Stamps No    
Prepayment No   See Prepayment Policy for more information.
Printers Yes 602300 or  660100 Only allowable for Dell products. See Dell Purchasing from IT for more information. Purchases less than $500 should be coded 602300. Purchases greater than $500 should be coded 660100.
Radioactive Materials No   See the Purchasing Small Dollar policy for more information.

Recruitment/

Promotional Items

No    
Rent/Lease Equipment No   See the Purchasing Small Dollar policy for more information.

Resale Items/Merchandise

Yes 921100 Items purchased for the purpose of resale are allowable on the Pcard if they are in compliance with the Pcard Guide.
Royalties No    
Services No   See the Purchasing Small Dollar policy for more information.
Shop Supplies Yes 606900 Examples include hardware, tools, janitorial supplies, etc.
Software/Software Renewals/Software Maintenance No   All information system resources receiving, storing and/or transmitting University data must have a Product Review completed by OUHSC IT to identify risks and necessary regulatory controls. See the Information Security R.I.S.K program for more information.
Subscriptions Yes 830600 Allowable when mailed to a University address. Online subscriptions must be transferable to another employee or for multiple users.
Tobacco No    
Tuition No    

Uniforms/Clothing/Apparel

Yes 600300 Examples include uniforms, scrubs, lab coats, etc.
Utilities No    
Warranties No    
Webinars Yes 701227 See the Registration Fees policy for more information.