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Department of Finance
1 Ohio University
Ridges Building #18, 3rd Floor
Athens, OH 45701
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Finance

Purchasing Guide

The table below is designed to guide campus employees to the allowable methods of purchasing items with University funds. Unless otherwise noted, all purchases are subject to bid limits. More information may be found by clicking the plus symbol at the beginning of each row. When possible, object codes and commodity codes are given to aid in the creation of requisitions within BobcatBUY. Expenses paid on Foundation funds are subject to Policy 03.016.

University Spending guidelines have been created to create efficiencies, reduce inequities between units, and ensure the public trust in the use of University resources.

Type Pcard Payment Payment Request Purchase Order Type Object Code Commodity Code Fund Types Comments
Actor/Entertainer No No Short Form Services Agreement 725030 444 University, Foundation Contractual payments for non-employee services as defined on the Short Form Services Agreement form [PDF]. May be taxable depending on aggregate payments in one calendar year.
Advertising (Contract) No No Services Agreement 711110-711155 584 University, Foundation  
Advertising (No Contract) Yes Yes No 711110, 711120, 711135 584 University, Foundation Only if no contract required.
Aircraft Hangar Fees No Yes No 732520 63 University, Foundation Payments for aircraft rental space or parking.
Aircraft Landing Fees Yes Yes No 718140, 718240 63 University, Foundation  
Airline Travel (individual or groups of 9 or fewer) Yes No No 718110,
718210		 542 University, Foundation PCard or CTA Card must be used. Personal frequent flier miles may not be obtained when purchasing a business airline ticket. Policy 41.121
Airline Travel Charter (e.g. Marching 110 / Athletics) No No Services Agreement 718115,
718215		 542 University, Foundation Subject to bid limits.  A supplier-provided agreement is necessary. Policy 47.020
Airline Travel Group (greater than 10 travelers) No No Services Agreement 718110,
718210		 542 University, Foundation CTA Card may also be used. Subject to bid limits. If booked outside of OU contracted travel management company, a supplier-provided agreement is necessary.
Airplane / Jet Fuel No No Non-Catalog Order, Blanket 712210 63 University, Foundation Preferred use of the multiservice card.
Awards (Employee Recognition/Service) Yes Yes Catalog, Non-Catalog 707060, 719220 3644 University, Foundation Item may be taxable. An Employee Awards Request form will need to be submitted. Policy 40.011
Awards (Official Achievement Awards) Yes Yes No 719240 3644 University, Foundation Item may be taxable.
Beverages - Alcoholic (Conferences) Yes No Non-Catalog Order 718520, 719110 528 University, Foundation May only be paid for if specifically listed on the conference agenda and included in the registration cost. Only the identifiable part of the registration fee that relates to alcohol should be charged to object code 718520. For University conferences, may also be ordered through OHIO Catering. You must include the agenda with the billing.
Beverages - Alcoholic (Food Preparation) Yes Yes Non-Catalog Order 755100 528 University, Foundation Used in catering/food preparation.
Beverages - Alcoholic (University Events) Yes No Non-Catalog Order 718520 528 Foundation May also be ordered through OHIO Catering. Unsalted foods must be made available in quantities sufficient for the number of guests. Policy 24.001
Beverages - Alcoholic (University Guests) Yes Yes Non-Catalog Order 718520 528 Foundation Alcohol acceptable in moderation and must be incidental to a meal. Policy 41.123
Beverages - Nonalcoholic (Common Areas) Yes No Non-Catalog Order 718510 528 University, Foundation Must comply with your planning unit administrative guidelines.  Includes bottled water and coffee.
Beverages - Nonalcoholic (Office Use) Yes No Non-Catalog Order 718510 528 Foundation Employees' daily consumption within the office.  Must comply with your planning unit administrative guidelines.
Booth or Exhibit Space (No Contract) Yes Yes Non-Catalog Order 711120 584 University, Foundation Reserving a space off-campus
Broadband Internet Service No No Services Agreement 713440 444 University, Foundation For off-campus University leased or owned buildings only. Must have a business purpose. If provided for employee housing, may be taxable to the employee.
Business Meetings Yes No Services Agreement 718410 444 University, Foundation Agenda or clear description of business discussed is required for substantiation. Attendees and relationship to University must be identified. No alcohol. No family.  Must comply with your planning unit administrative guidelines.
Cadaver No No Non-Catalog Order 712410 564 University, Foundation Payment for purchase of cadaver
Cadaver Delivery or Disposal No No Services Agreement 725030 444 University, Foundation Payment for delivery of cadaver to/from University
Cell Phone/ Service/WiFi/Data Reimbursement No No No       Not allowed. Policy 55.075
Certification and Licensing Fees Yes Yes No 719120   University, Foundation Required certification to perform job duties and the University must have a direct benefit. Not subject to bid limits. Policy 03.020
Charitable Contributions No No No       Not allowed
Citizenship Exam No No No       For researchers working for the University. Not allowed due to personal nature.
Cloud Services No No Yes       See Software below
Commuting charges No No No       Reimbursement of travel expenses for an employee to commute to work are not allowed.
Consultant Fees or Professional Opinion Fees No No Services Agreement 721010 444 University, Foundation Subject to bid limits.
Copyright Fees - no terms Yes Yes Non-Catalog Order Varies   University, Foundation Choose object code based on the purpose such as instructional supplies 712310, etc.
Copyright Fees - with terms No No Services Agreement Varies   University, Foundation Choose object code based on the purpose such as instructional supplies 712310, etc.
Cork Fees Yes No No 718510   Foundation Restaurant Charge for opening wine
Decorations (Official University Functions) Yes No Non-Catalog Order 711630 542 University, Foundation  Policy 42.501
Decorations / Flowers (for University Buildings) Yes No Non-Catalog Order 719230 535 Foundation Decorations must be for public areas. Policy 42.501
Demurrage (gas cylinders) Yes No Non-Catalog Order, Blanket 712460   University, Foundation Charges for canisters/cylinders. This is considered a usage fee and not a rental.
Discount Club Memberships No No No       Not allowable. Examples: SAM's Club membership; United Airlines Red Carpet Club membership; Amazon Prime.
Charitable contribution/Donations in lieu of flowers Yes Yes Non-Catalog Order 719230   Foundation Only allowed for donation in lieu of flowers in memory of employee, employee's parent, employee's child, employee's spouse, employee's domestic partner, student, or those with a business relationship. $50 limit. Donations to the Ohio University Foundation should be processed by Foundation Accounting. Please contact a member of Foundation Accounting if a donation needs to be made to an Ohio University Foundation Account
Dry cleaning / laundry No No Non-Catalog Order 711610; 711640 532 University, Foundation Charges for dry cleaning or laundering of costumes, linens, etc. Does not include charges for dry cleaning of uniforms or other personal items
Educational Fee Waiver No Yes No 709710   University, Foundation For attendance at any school with which Ohio University has a reciprocity agreement. May be taxable. For more information, see Educational Benefits.
Entertaining at Home Yes No No       Consumables only. Paper plates, plastic cups, disposable table cloths, etc. Number of attendees and menu must be attached to substantiate food purchases. Include fliers, invitation, etc. showing the date of the event and the purpose.  Must comply with your planning unit administrative guidelines.
External employment services No No Services Agreement 722510 444 University, Foundation Fees paid to outside independent businesses for providing labor.
External employment services for law enforcement and campus security fees No No Services Agreement 726010 444 University, Foundation Payments for law enforcement/security external to the University
Film Development / Supplies Yes No Non-Catalog Order 712310 404 University, Foundation  
First Aid Kits (No Medication Included) Yes No Catalog Order 712510 529 University, Foundation Not to be used for first response emergencies. In the event of an emergency, please call 911.
Flight Insurance (Domestic) No No No        
Flight Insurance (International) Yes No Services Agreement 733110 542 University, Foundation To protect in case of canceled flight -- foreign flights only. Proof of insurance is part of required substantiation. Policy 41.121
Flowers Yes No Non-Catalog Order 719230 542 Foundation Philanthropic relationships, hospitalization of a student or employee, or the funeral of a benefactor, employee, or member of employee's immediate family. The definition of immediate family found in OHIO policy 40.030 applies to all employees in relation to condolence flowers.
Flowers (Student Funeral) Yes No Non-Catalog Order 719230 542 University, Foundation Funeral of a student.
Food and Beverages (University Events) Yes No No Varies   University, Foundation Applies to food and drinks ordered for University-sponsored events (such as pizza and subs and non-alcoholic beverages) that do not involve catering services or contracts.  Must comply with your planning unit administrative guidelines.
Food and Beverages (University Events/Catering) No No Services Agreement Varies 542 University, Foundation Applies to food and drinks served on the Ohio University campus or at University-sponsored events.  Must comply with your planning unit administrative guidelines.  Must contact Catering Office in Baker University Center if the cost of catering exceeds $250. Policy 47.015
Gasoline (Bulk Purchase) No No Blanket 714510 541 University, Foundation  
Gasoline (Personal Vehicle) No No No       Not allowed
Gasoline (Rental Vehicle/University Vehicle) Yes Yes (non-employees only) No 718120,
718220		   University, Foundation For rental vehicles while on travel status. Concur will be used for the reimbursement request if paid out of pocket. Student reimbursements will be handled on the TER form. Non-employees will be reimbursed through the Payment Request.
Gift Cards / Certificates (for Supplies) No No No       Purchase of gift card to later buy supplies is not allowed.
Gift Cards / Certificates (Prizes) Yes No Non-Catalog Order 719240 119, 3644 University, Foundation Must be purchased no more than 7 days in advance if purchased on a PCard so it can be substantiated within 10 days as required by policy. Name, amount and signature of recipients are required as substantiation as well as receipt for purchase. Greater than $100 requires a W9 from the recipient. May be taxable to recipient.
Gift Cards / Certificates (Research Subjects) Yes No Non-Catalog Order 719410 119, 3644 University, Foundation May be purchased with a research advance. Must be purchased no more than 7 days in advance if purchased on a PCard so it can be substantiated within 10 days as required by policy. Name, amount and signature of recipients are required as substantiation as well as receipt for purchase. Greater than $100 requires a W9 from the recipient. May be taxable to recipient. 
Gifts (going away) No No No       Not allowed
Gifts (Promotional) No No Catalog Order 711120 119 University, Foundation Must not exceed $100 per person per calendar year. May be taxable. Please use preferred supplier, Consolidus. Printing Services may be able to provide some items.
Gifts (recipients have a relationship to the University) Yes Yes Catalog, Non-Catalog Order 719230 119, 3644 Foundation Graduating students or persons external to the University who have a business or advancement relationship to the University. Must not exceed $100 per person per calendar year. May be taxable. Policy 03.016
Gifts (Retirement) Yes Yes Catalog, Non-Catalog Order 719210 119, 3644

University, Foundation

*Under current University Spending Guidelines only Foundation funds may be used.

 Must not exceed $400 per person per calendar year.  Must be awarded as part of a meaningful presentation.Cash, cash equivalent, vacation, meals, lodging, theater or sports tickets are considered taxable income to the employee/retiree.
Golf Outings Yes Yes Non Catalog 718510 542 Foundation Golf Outings are seen as social in nature and therefore not allowable on University funds.
Greeting Cards Yes No No 719230   Foundation Must be for a person(s) external to the University with a business relationship.
Guest Appearance No No Short Form Services Agreement 725030 444 University, Foundation Contractual payments for non-employee services as defined on the Short Form Services Agreement form [PDF]. May be taxable depending on aggregate payments in one calendar year.
Holiday Gatherings No No No       Not allowed.
Honorarium No Yes No 719310 604 University, Foundation Non-contractual payments to speakers less than or equal to $1,500. May be taxable depending on aggregate payments in one calendar year. Honorarium Form must be completed.
Hotel Group (10 rooms or more) No No Services Agreement 718150, 718250 542 University, Foundation  
Hotel Individual (9 or fewer rooms) Yes No Non-Catalog Order 718150, 718250 542 University, Foundation Use of PCard or CTA card preferred with reconciliation in Concur by employee or delegate.
Hotel Internet Charges Yes Yes Non-Catalog Order 718150, 718250 542 University, Foundation Business travel only. Charges while on vacation are not allowable.
Housing Leases by Employee No No No       Employees must receive a stipend or reimbursement to cover housing costs.
Housing Leases by Ohio University No No Services Agreement 732510     Ohio University must be the lessee and proper Signature Authority applies.
Immunizations - Administered by medical professional Yes Yes No 724010     Must have a business purpose. Only required immunizations will be paid. Employees may be reimbursed through Concur for eligible expenses.
Independent Contractors No No Short Form Services Agreement/Services Agreement 725030 444 University, Foundation See Independent Contractor page for guidance.
Inspection Fees Yes Yes Services Agreement 717100 444 University, Foundation Not subject to bid limits. Fees associated with fire safety, elevators, etc.
Insurance Fees No No Services Agreement 733110 444 University, Foundation  
Interview Meals Yes Yes Non-Catalog Order 718410 542 University, Foundation Interviewee spouse is allowed. Employee spouse only allowed with business purpose. Per IRS, a bona fide business purpose exists if you can prove a real business purpose for the individual's presence. Incidental services, such as typing notes or assisting in entertaining customers, are not enough.  Must comply with your planning unit administrative guidelines.
Key Deposit Reimbursements No Yes No 230600   University, Foundation Housing is allowed to take apartment deposits that cover damage including keys; for all other departments, please use the Department Key Request and Agreement [Word].
Late Charges No Yes PO Varies Varies University, Foundation Department needs to state the reason for delinquency on the requisition. Must follow Ohio Revised Code 126.30
Legal Services No Yes Services Agreement 723510 444 University, Foundation Can only be paid for by Legal Affairs.
Legal Settlements No Yes No 723520   University, Foundation Must be initiated by Legal Affairs and approved by the VP of Finance and Administration and Tax Compliance Manager.
Limousine Services, Charter Shuttles, Car with Driver No No Services Agreement 718120, 718125, 718130, 718220, 718225, 718230 444 University, Foundation

Any ground transportation greater than three (3) passengers, arranged in advanced, requires contract and additional insurance. On spot taxi service, should never have more than three (3) University employees at one-time.
Major Medical, Eye Care, and Life Insurance No No No       Not allowed. Policy 41.010
Meals (Personal-Non Travel or Same Day Travel No No No        
Medical Exams/ Services (Student Athletes) No Yes   Varies 529 University, Foundation For student athletes only.
Medical Services No Yes Services Agreement 724010 444 University, Foundation Examples include blood alcohol tests, or employee drug testing. 
Medicine / Drugs No No No       Medicine not purchased by Hudson Health Center, HCOM, Campus Recreation, Athletic Training, or approved research. Directive from Safety and Risk Management: reasons for not allowing OTC ingestible medicines -- (1) No assurance against tampering (2) Medications expire and are not always removed or replaced (3) Allergic reactions are possible.
Memberships and Dues (Civic Clubs) Yes Yes No 719120   Foundation

Limited to President and sr. admins (Provost, VPs, and Deans). May be taxable. Civic clubs only. Social clubs are not allowable. 

Policy 03.020
Memberships and Dues (Professional Organizations) Yes Yes No 719120   University, Foundation Multiply year memberships should only be purchased if there is a business reason to do so.  Policy 03.020
Memorial Gifts Yes Yes Non-Catalog Order 719230 537 Foundation $100 limit for a tangible item in lieu of flowers. Only allowed one tangible item per occurrence. Only allowed in lieu of flowers in memory of employee, employee's parent, employee's child, employee's spouse, employee's domestic partner, student, or those with a business relationship.
Music Downloads No No No       Not allowed.
Parking Tickets No No No       Not allowed. If issued internally, contact Parking Services for resolution. Policy 47.001
Passports Yes Yes Non-Catalog Order 718240 542 University, Foundation Business purpose for travel required.
Ping Passes (Visiting Groups) No No Internal Billing Authorization 780250   University, Foundation Not taxable for non-degree student groups with a business purpose.
Printing Services No No Services Agreement Varies 536 University, Foundation All requests for printing services will be submitted to the Printing Services. If Printing Services cannot meet the needs of the order, an external supplier may be used. Policy 55.035. Please use Consolidus for promotional items. 
Professional Services (Architects or Engineers) No No Services Agreement 725010 444 University, Foundation  
Professional Services (external to the University) No No Services Agreement 725030 444 University, Foundation Includes professional training services.
Professional Services (Ohio Review Writers) No No Short Form Services Agreement 725030 444 University, Foundation If pay is calculated as amount per page, it is not an Honoraria and is considered a professional service.
Publication Fees Yes Yes Services Agreement 711320 444 University, Foundation Payment for journal publication fees.
Radiation Monitoring Film Badges No No Catalog/Non-Catalog Order 712410 529 University, Foundation Use preferred supplier if available.
Regalia Yes No Non-Catalog Order, Blanket 719230 542 University, Foundation For individual employees, rental only. Departmental purchases allowed and ownership must be retained by the department for loan to employees as needed.
Referees, Umpires, Sport Officials No No No       Must use ArbitorPay
Payments for Participation No Yes No 719410   University, Foundation This refers to payments directly to research subjects, study participants, standardized patients and human subjects.
Sanitizing Supplies Yes No Catalog Order 714110 535 University, Foundation Items for sanitizing hands, work and public areas.
Security Deposits (Housing) No No No       Not allowed
Shipping items to home address No No No       Shipping any items to home address is not allowable. If there is a business purpose to ship to a remote work site, an exception must be obtained prior to purchase.
Social Gatherings / Parties No No Services Agreement 718510 444 Foundation Must be infrequent. May include families. Personal parties are not allowed.  Must comply with your planning unit administrative guidelines.
Software No No Services Agreement Varies 444 University, Foundation All purchases need reviewed by OIT for security and accessibility. Purchasing must review all user or license agreements. Includes online service subscriptions, web hosted sites, data storage and cloud services. 
Space Heaters No No No       Not allowed due to Policy 44.105. All requests for purchase of space heaters must be submitted to Facilities Management.
Speeding Tickets No No No       Not allowed. Includes any motor vehicle violations.
Sponsorship No No Services Agreement 711110 444 University, Foundation Should be for advertising only.
Subscriptions-Online Software No No  Services Agreement       See Software above
Subscriptions-Periodicals Yes Yes Non-Catalog Order 713620 525 University, Foundation Professional periodicals delivered to an OHIO address. No reimbursements to individuals will be made for more than a one year subscription. 
Temporary Guest Housing No No Services Agreement 718150 444 University, Foundation For visiting professors, scholars, etc. May be taxable. 
Tickets (Athletic / Entertainment / Social Events) Yes Yes Non-Catalog Order 718510 542 University, Foundation Must be for the entertainment of individuals with a business or philanthropic relationship. May be taxable. University events may be paid on University funds.
Tickets (Departmental gathering) Yes No Non-Catalog Order 718510 119, 3644 Foundation May be taxable. Infrequent social gathering with family.
Towing Yes Yes   717100 542   Only allowable for Transportation and Parking Services, not for personal vehicles. Policy 47.001
Training/Conference Yes Yes   719130 or 719110 607   Registration associated with education.  Not paying professional training services.
Travel and Entertainment (for spouses) No No Non-Catalog Order Use appropriate code for domestic or foreign travel 542 University, Foundation Requires prior approval. Must have a demonstrated business purpose. Policy 41.121
Utilities No No Blanket Order Varies 135 University, Foundation Telephone, electricity, gas, water, cable, etc.
Visas Yes Yes Non-Catalog Order 718240 530 University, Foundation May be taxable. Not allowable for permanent resident status applications. Those coming to the University should check with International Student and Faculty Services.