Procurement and Disbursement "Matrix"
as of July 2015
uShop Required
>= $5,000 Where Check Request is
Not Required
Advertising
Check Request Required
uShop Catalogs
Vendor
Description
Aramark
Memberships
Alphanumeric
Computer peripherals &
office equipment
Bank of America Credit
Card Statement
Mission Advances
Apple
Computers & peripherals
Business Entertainment
Payment to
Vendor with No
PO
Federal Grant - $3,000 or Greater
Camcor
Cameras, AV equipment
Change Funds
Petty Cash
Fixed Assets
CDWG
Computer peripherals &
office equipment
Commissions
Refunds
Computer Intelligence
Assn.
Software
Death Benefits
Seahawk Bucks
and Dollars
Croaker Inc.
Cleaning supplies
Tax Payments
IT Software or Equipment
Dell
Computers & peripherals
Dual Employment
Employee
Reimbursements
Logo or Trademark items
Fastenal
Fasteners & MRO
supplies
Garnishments/Payroll
Payments
Trust and Annuity
Payments
Motor Vehicles
Fisher Scientific
Lab supplies & equipment
Legal Settlements
University
Insurance
On-Campus Services, including Ind.
Contractors
Gov Connection
Loan Payments
Utilities
Trade-in of property with Purchase
Grainger
Computer peripherals &
supplies & office
equipment
MRO Supplies & tools
Vendor Requires Purchase Order
Graybar
Electrical & MRO supplies
HD Supply
MRO supplies
Travel
KI
Chairs, tables, task lights
All Travel Expenses are Entered in E-Travel
Animals
Furniture, Carpet, Blinds
Hazardous Materials
Vendor Requires Signed Contract except Travel
Tickets Sales
Medical Payments
McMaster-Carr
Lab supplies (Sigma
Aldrich)
MRO supplies
Baggage
Registration - Off
Campus
Rental Cars
Remi
Equipment maintenance
Meals
Taxi, Shuttles
Staples
Office supplies &
equipment
Mileage
Travel
Reimbursements
VWR
Lab supplies & equipment
Parking
Krackeler
Airfare
MRO = Maintenance, Repair, Operations
Procurement Requirements
Required to Use State
Contract or uShop
Catalog or Justify
Exception (Always
Recommended)
Confirm Vendor Not on
Federal and State
Debarred Lists
State Contract
General Funds
Federal Grant - less than $3,000
Not General Funds or Federal Grant
Purchases Less Than $5,000 Where
Check Request and uShop aren't
Required (Bids Are Not Required)
Websites:
Payment Method
uShop
P-Card Option
($2,500 Max Limit)
Check Request
to Accounts
Payable
Federal Debarred List
uShop
P-Card
Check Request
Form
Yes
No
State Debarred List
Yes
Yes
Available
Available
Available
Available
Available
Available
No
Yes
Available
Available
Available
All campus food (catering) and alcohol must be purchased through Aramark; off campus purchases must comply with the business entertainment and travel
policies
Business Entertainment Policy
Travel Policies
 All goods and services must be delivered to a UNCW address
 Purchases for the same item cannot be split into multiple orders to achieve the dollar amounts noted above
 UNCW cannot prepay for goods; goods must be paid for after they are received
 IDIs are used to pay another UNCW department for goods or services
