Purchasing and Disbursements Matrix

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2 Purchasing and Disbursements Matrix ushop Required >= $5,000 Where Check Request is Not Required Advertising Animals Federal Grant - $3,000 or Greater Fixed Assets ushop Catalogs Vendor Description Aramark Memberships Alphanumeric Apple Camcor CDWG Computer peripherals & office equipment Computers & peripherals Cameras, AV equipment Computer peripherals & office equipment Check Request Required Bank of America Credit Mission Card Statement Advances Payment to Business Entertainment Vendor with No PO Change Funds Commissions Petty Cash Refunds Furniture, Carpet, Blinds Computer Intelligence Assn. Software Death Benefits Seahawk Bucks and Dollars Hazardous Materials Croaker Inc. Cleaning supplies Dual Employment Tax Payments Computers & Employee IT Software or Equipment Dell Tickets Sales peripherals Reimbursements Logo or Trademark items Fastenal Fasteners & MRO supplies Garnishments/Payroll Payments Trust and Annuity Payments Motor Vehicles Fisher Scientific Lab supplies & University Legal Settlements equipment Insurance Computer peripherals Services, including Ind. Contractors Gov Connection & supplies & office Loan Payments Utilities equipment Trade-in of property with Purchase Grainger MRO Supplies & tools Medical Payments Vendor Requires Purchase Order Graybar Electrical & MRO supplies Vendor Requires Signed Contract - except Travel HD Supply MRO supplies Travel KI Chairs, tables, task lights All Travel Expenses are Entered in E-Travel Krackeler Lab supplies (Sigma Registration - Off Airfare Aldrich) Campus McMaster-Carr MRO supplies Baggage Rental Cars Remi Equipment maintenance Meals Taxi, Shuttles Staples Office supplies & Travel Mileage equipment Reimbursements VWR Lab supplies & equipment Parking MRO = Maintenance, Repair, Operations Purchases Less Than $5,000 Where Check Request and ushop aren't Required (Bids Are Not Required) Procurement Requirements Required to Use State Contract or ushop Catalog or Justify Exception (Always Recommended) Confirm Vendor Not on Federal and State Debarred Lists ushop Payment Method P-Card Option ($2,500 Max Limit) Check Request to Accounts Payable Websites: State Contract Federal Debarred List ushop P-Card Check Request Form State Debarred List General Funds Yes Yes Available Available Available Federal Grant - less than $3,000 No Yes Available Available Available Not General Funds or Federal Grant No Yes Available Available Available

3 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

4 ushop Catalogs Vendor Alphanumeric Apple Camcor CDWG Computer Intelligence Croaker Inc Dell Fastenal Fisher Scientific Gov Connection Grainger Graybar HD Supply KI Krackeler McMaster-Carr Remi Staples VWR

5 Items Required on a Check Request Aramark Bank of America Credit Card Business Entertainment Change Funds Commissions Death Benefits Dual Employment Employee Reimbursements Garnishments/Payroll Payments Legal Settlements Loan Payments Medical Payments Memberships Mission Advance Payment to Vendor with No PO Petty Cash Refunds Seahawk Bucks and Dollars Tax Ticket Sales Trust and Annuity Payments University Insurance Utilities

6 New Check Request Form

7 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 Airfare Baggage Meals Mileage Registration - Off Campus Rental Cars Taxi, Shuttles Travel Reimbursements Parking

8 Payment Options Procurement Requirements Payment Method Purchases Less Than $5,000 Where Check Request and ushop aren't Required (Bids Are Not Required) 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 Websites: State Contract Federal Debarred List ushop P-Card Check Request Form State Debarred List General Funds Yes Yes Available Available Available Federal Grant - less than $3,000 No Yes Available Available Available Not General Funds or Federal Grant No Yes Available Available Available

9 P-Card Guidelines

10 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.

11 New Business Entertainment Form ACG 2.40 (Rev. July 2015) The University of North Carolina Wilmington 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. UNCW Official Host Employee U University Department Type of Entertainment Type of Expense Total Cost Business Meal Other Other (Describe) Date(s) of Entertainment Travel Authorization #: Required if entertainment Place(s) of Entertainment occurred while in travel status 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 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. Job Title/UNCW Department or Company Affiliation (Or other designations to clarify the relationship to the university) I certify that this is a true statement of entertainment expenses That I have incurred for official UNCW business. 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 By Date Dean, Vice Chancellor, or Chancellor Approval Signature of Grant Officer (if using a Grant Fund) Date

12 New PUR 1.40 Form