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UNIVERSITY OF ARKANSAS SYSTEM DIVISION OF AGRICULTURE (UADA) CREDIT CARD MATRIX
Overview: The purpose of this matrix is to provide a general guideline of common business purchases, whether these purchases can be made using UADA-issued credit cards, and the allowed credit card types for the purchases listed. The list presented below is not all-inclusive. Questions regarding this matrix or types of purchases not specifically listed below should be directed to the UADA Business Office.
Card Types:
- Purchasing Card (P-Card) – Used to help UADA better manage low-dollar purchases. P-Cards are issued to certain employees with supervisor approval.
- Travel Card (T-Card) – Used to provide UADA travelers a safe, effective, and convenient method to pay for business-related travel expenses.
- Fuel Card – Used to manage fuel and minor/routine vehicle maintenance cost for the UADA fleet and certain other equipment.
|
|
General List of Business Purchases (not all inclusive; only general overview) |
P-Card |
T-Card |
Fuel Card |
|---|---|---|---|---|
|
1 |
Airfare, airline reservations (excludes first class airline tickets) |
No |
Yes |
No |
|
2 |
Airline baggage fee (1st bag only) |
No |
Yes |
No |
|
3 |
Automotive fluids (oil, windshield wiper fluid) |
Yes |
No |
Yes |
|
4 |
Books (retail) |
Yes |
No |
No |
|
5 |
Bus, passenger rail, mass transportation (for employees in travel status only) |
No |
Yes |
No |
|
6 |
Car rental (travel related only) |
No |
Yes |
No |
|
7 |
Catering of events (for official functions only; Official Function Form required)2 |
Yes |
No |
No |
|
8 |
Cell phone charges and equipment (for UADA-owned equipment only; see Cellular Communication Policy) |
Yes |
No |
No |
|
9 |
Computers, Software4 |
See Note 4 |
No |
No |
|
10 |
Conference or meeting room rental |
Yes |
No |
No |
|
11 |
Courier service |
Yes |
No |
No |
|
12 |
Flowers or greeting cards |
No |
No |
No |
|
13 |
Gas, fuel purchases |
No |
No |
Yes |
|
14 |
Gifts, donations |
No |
No |
No |
|
15 |
Gift cards (see exceptions in Gift Card Guidelines & Process)1 |
No1 |
No |
No |
|
16 |
Janitorial supplies |
Yes |
No |
No |
|
17 |
Lodging, hotels, motels (for business travel only) |
No |
Yes |
No |
|
18 |
Meals (for official functions only; Official Function Form required) |
Yes |
No |
No |
|
19 |
Meals (travel related) |
No |
No |
No |
|
20 |
Membership fees or dues (License/Membership Justification Form required) |
Yes |
No |
No |
|
21 |
Office supplies |
Yes |
No |
No |
|
22 |
Paper towels |
No |
No |
No |
|
23 |
Parking fees (travel related) |
No |
Yes |
No |
|
24 |
Payments to UADA |
No |
No |
No |
|
25 |
Personal purchases or expenses |
No |
No |
No |
|
26 |
Printing |
No |
No |
No |
|
27 |
Postage (postage meters or campus mail should be used when available) |
Yes |
No |
No |
|
28 |
Registration fees (seminars, conferences, training)3 |
See Note 3 |
Yes |
No |
|
29 |
Roadside assistance |
No |
No |
Yes |
|
30 |
Unplanned or emergency services (repairs, plumbing, maintenance -not vehicle related) |
Yes |
No |
No |
|
31 |
Subscriptions |
Yes |
No |
No |
|
32 |
Taxi or shuttle (tips not allowed on taxi or shuttle service) |
No |
Yes |
No |
|
33 |
Travel agency fees |
No |
Yes |
No |
|
34 |
Tires (from authorized state contract vendors.) 2 |
See Note 2 |
No |
Yes |
Notes:
1Walmart, Sam’s Club, or Amazon gift card purchases using P-Card are allowed with pre-approval. See Gift Card Guidelines & Process.
2 Tires: Mandatory state contract item. Purchase can be completed only from authorized dealers, with prior approval from Purchasing Office. Allowable on P-card & WEX Fuel Card.
3Registrations: Use P-card only when there is no travel component included in the event. Registrations for any UADA-Sponsored event are not allowable on P-card or T-card.
4Software purchases: AES, allowable with prior approval from AES IT.
