Use this guide to understand what can and cannot be purchased with your University purchase or travel card. It clearly lists approved expenses like professional development, conference fees, and essential supplies alongside items that are not allowed, such as personal purchases, alcohol, or cash advances. Following these guidelines helps ensure proper use of University funds and keeps your spending compliant with policy.
- Membership Dues & Fees – must be University/job related and benefit the University
- Required Professional Licensure (Medical, Legal, etc.)
- Conference/Registration Fees and Training Material (registrations not connected to hotel reservations)
- Professional Development
- Webinars/Teleconferences
- Conference Booth and Space Rental
- Express Mail Services & Freight
- Printing
- Food/Beverage Purchases (grocery store)
- Must not use state fund & must provide justification for purpose
- Internet (Social Media Platforms)
- Journal, Magazine, Newspaper & Periodicals
- Subscriptions for the current year
- Agricultural
- Classroom (items for instruction, research, or exam purposes)
- Office Supplies (State Contract 4412A, FSI)
- Electrical Parts*
- Janitorial
- Laboratory
- Mechanical Parts
- Motor Vehicle Repair (Campus Police & Fleet Only)
- Office
- Plumbing Parts
Non-Allowable Purchases
- Alcohol or Tobacco Products
- Any Purchase that Requires Agreements or Contracts
- Cash or Cash Advances
- Computer Hardware, Peripherals & Software (including distribution licenses, developed software, upgrades)
- Contributions or Donations
- Cell Phone Equipment, Accessories & Plan Expenses
- All Contractual/Consultant Services
- Independent Contractor & Professional Services (Legal, Medical, Sole Proprietor)
- Gift Certificates or Cards (except for grants upon request)
- Insurance Premiums, Co-Pays, Deductibles
- Invoices
- Lease or Rental Agreement
- Monthly Recurring Charges
- Travel (Airfare, Baggage, Hotel, Transportation, etc.)
- Fuel
- Contract is Required
- Billboard Advertisement
- Media Advertisement
- Hazardous Materials (cylinder gases, radioactive materials)
- Vendors who use 3rd Party Billing (PayPal, CashApp)
- Lodging
- Airfare
- Rail
- Bus Travel
- Rental Cars (Enterprise)
- Membership Fees (if required to complete conference registration)
- Parking
- Baggage Fees
- Tolls
- Qualified Business Meals (if traveling with students or recruiting for admissions)
Non-Allowable Purchases
- Personal Use
- Locksmith Services
- Cash advances
- Moving expenses
- Gift Certificates, Gift Cards or Prepaid Cards
- Parking Tickets
- Pre-Paid Tolls
- Charter bus and Charter air services
- Towing and/or fueling of personal vehicle
- Late Check-out
- Alcohol
- Upgrades
- Travel insurance
- Room Service
- Meals
- Additional travel insurance