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
Legal Settlements
University
Insurance
Loan Payments
Utilities
Animals
Furniture, Carpet, Blinds
Hazardous Materials
Motor Vehicles
Fisher Scientific
On-Campus Services, including Ind.
Contractors
Gov Connection
Trade-in of property with Purchase
Grainger
Vendor Requires Purchase Order
Graybar
Vendor Requires Signed Contract except Travel
Lab supplies &
equipment
Computer peripherals &
supplies & office
equipment
MRO Supplies & tools
Electrical & MRO
supplies
Tickets Sales
Medical Payments
HD Supply
MRO supplies
Travel
KI
Chairs, tables, task lights
All Travel Expenses are Entered in E-Travel
McMaster-Carr
Lab supplies (Sigma
Aldrich)
MRO supplies
Baggage
Registration - Off
Campus
Rental Cars
Remi
Equipment maintenance
Meals
Taxi, Shuttles
Mileage
Travel
Reimbursements
Krackeler
Office supplies &
equipment
Lab supplies &
VWR
equipment
MRO = Maintenance, Repair, Operations
Staples
Airfare
Parking
Procurement Requirements
Payment Method
Required to Use State
Contract or uShop
Catalog or Justify
Exception (Always
Recommended)
Confirm Vendor Not on
Federal and State
Debarred Lists
uShop
P-Card Option
($2,500 Max Limit)
Check Request
to Accounts
Payable
State Contract
Federal Debarred List
uShop
P-Card
Check Request
Form
General Funds
Federal Grant - less than $3,000
Yes
No
State Debarred List
Yes
Yes
Available
Available
Available
Available
Available
Available
Not General Funds or Federal Grant
No
Yes
Available
Available
Available
Purchases Less Than $5,000 Where
Check Request and uShop aren't
Required (Bids Are Not Required)
Websites:
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All campus food (catering) and alcohol must be purchased through Aramark; off campus purchases must comply with the business entertainment and travel po
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
Procurement and Disbursement "Matrix"
as of July 2015
olicies