Purchasing and Disbursements “Matrix”
uShop Required
>= $5,000 Where Check Request is
Not Required
Advertising
Animals
Description
Aramark
Alphanumeric
Computer peripherals
& office equipment
Bank of America Credit
Card Statement
Apple
Computers &
peripherals
Federal Grant - $3,000 or Greater
Camcor
Fixed Assets
CDWG
Furniture, Carpet, Blinds
Hazardous Materials
Computer
Intelligence Assn.
Croaker Inc.
IT Software or Equipment
Dell
Logo or Trademark items
Fastenal
Motor Vehicles
Fisher Scientific
Services, including Ind. Contractors
Gov Connection
Trade-in of property with Purchase
Grainger
Vendor Requires Purchase Order
Graybar
Vendor Requires Signed Contract except Travel
Check Request Required
uShop Catalogs
Vendor
HD Supply
Cameras, AV
equipment
Computer peripherals
& office equipment
Mission
Advances
Payment to
Business Entertainment Vendor with No
PO
Change Funds
Petty Cash
Commissions
Refunds
Software
Death Benefits
Seahawk Bucks
and Dollars
Cleaning supplies
Computers &
peripherals
Dual Employment
Employee
Reimbursements
Tax Payments
Fasteners & MRO
supplies
Garnishments/Payroll
Payments
Trust and Annuity
Payments
Legal Settlements
University
Insurance
Loan Payments
Utilities
Lab supplies &
equipment
Computer peripherals
& supplies & office
equipment
MRO Supplies & tools
Electrical & MRO
supplies
Travel
All Travel Expenses are Entered in E-Travel
Baggage
Registration - Off
Campus
Rental Cars
Meals
Taxi, Shuttles
Mileage
Travel
Reimbursements
Airfare
Parking
Procurement Requirements
Websites:
General Funds
Federal Grant - less than $3,000
Not General Funds or Federal
Grant
Required to Use State
Contract or uShop Confirm Vendor Not on
Catalog or Justify
Federal and State
Exception (Always
Debarred Lists
Recommended)
Tickets Sales
Medical Payments
MRO supplies
Chairs, tables, task
KI
lights
Lab supplies (Sigma
Krackeler
Aldrich)
MRO supplies
McMaster-Carr
Equipment
Remi
maintenance
Office supplies &
Staples
equipment
Lab supplies &
VWR
equipment
MRO = Maintenance, Repair, Operations
Purchases Less Than $5,000 Where
Check Request and uShop aren't
Required (Bids Are Not Required)
Memberships
Payment Method
uShop
P-Card Option
($2,500 Max
Limit)
Check
Request to
Accounts
Payable
State Contract
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
Items Required to Go in uShop














> = $5,000 where check request is not required
Advertising
Animals
Federal Grants -$ 3,000 or Greater
Fixed Assets
Furniture, Carpet, Blinds
Hazardous Materials
IT Software or Equipment
Logo or Trademark Items
Motor Vehicles
Services, including Independent Contractors
Trade-in of property with Purchase
Vendor Requires Purchase Order
Vendor Requires Signed Contract –except Travel
uShop Catalogs
Vendor
Alphanumeric
Grainger
Apple
Graybar
Camcor
HD Supply
CDWG
KI
Computer Intelligence
Krackeler
Croaker Inc
McMaster-Carr
Dell
Remi
Fastenal
Staples
Fisher Scientific
VWR
Gov Connection
Items Required on a Check Request
Aramark
Memberships
Bank of America Credit Card
Mission Advance
Business Entertainment
Payment to Vendor with No PO
Change Funds
Petty Cash
Commissions
Refunds
Death Benefits
Seahawk Bucks and Dollars
Dual Employment
Tax
Employee Reimbursements
Ticket Sales
Garnishments/Payroll Payments
Trust and Annuity Payments
Legal Settlements
University Insurance
Loan Payments
Utilities
Medical Payments
New Check Request Form
Required to be Processed in Travel
 All travel expenses are entered into E-travel or paper
travel forms and submitted to the Travel Office
Travel
All Travel Expenses are Entered in E-Travel
Baggage
Registration - Off
Campus
Rental Cars
Meals
Taxi, Shuttles
Mileage
Travel
Reimbursements
Airfare
Parking
Payment Options
Procurement Requirements
Purchases Less Than $5,000 Where
Check Request and uShop aren't
Required (Bids Are Not Required)
Websites:
General Funds
Federal Grant - less than $3,000
Not General Funds or Federal
Grant
Required to Use State
Contract or uShop Confirm Vendor Not on
Catalog or Justify
Federal and State
Exception (Always
Debarred Lists
Recommended)
Payment Method
uShop
P-Card Option
($2,500 Max
Limit)
Check
Request to
Accounts
Payable
State Contract
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
P-Card Guidelines
Important Facts to Know
 All campus food(catering)
and alcohol must be
purchased through
Aramark; off campus
purchases must comply
with the business
entertainment and 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 stay
below $5,000.
 UNCW cannot prepay for
goods; goods must be paid
for after they are received.
 IDIs are used to pay
another UNCW
department for goods and
services.
New Business Entertainment Form
The University of North Carolina Wilmington
ACG 2.40 (Rev. July 2015)
Entertainment Expenditures Documentation
•
•
•
Forward this form (along with a completed check request and original itemized receipt invoices, etc.) to Accounts Payable within 30
days after incurring the expenses. At fiscal year-end submit by Accounts Payable year-end deadline.
Unless included on a receipt, itemized tips on a separate sheet (showing date, payee, and amount).
Attach additional listings of required data, if needed.
U
UNCW Official Host “Employee”
Type of Entertainment
Business 953962
Other
953969
Type of Expense
Meal
University Department
Total Cost
Other (Describe)
Date(s) of Entertainment
Travel Authorization #:
Place(s) of Entertainment
occurred while in travel status
Required if entertainment
Name of Establishment
Address/Location
Business Purpose: Describe the nature of the discussion, specific reason for entertainment, or the benefit expected.
Person or Group Attending
Job Title/UNCW Department or Company Affiliation
List of persons being entertained OR, if a large group, indicate the
number of attendees and the name of the group in attendance.
A guest list may be attached.
I certify that this is a true statement of entertainment expenses
That I have incurred for official UNCW business.
(Or other designations to clarify the relationship to the university)
I certify that I have reviewed this request and, in my best judgment, it
is “reasonable and justified” considering the facts and circumstances.
Signature of UNCW Official Host
Date
Approval Signature of Grant Officer (if using a Grant Fund)
Date
Approval Signature By
Dean, Vice Chancellor, or Chancellor
Date
New PUR 1.40 Form