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Card Payment Matrix

You can use your PCard for most goods under $10,000. Review the Restricted Items List or PCard FAQs for limitations on purchasing items like "Equipment" and "Decorations" with a PCard. If an expense type isn’t listed, it may be considered exceptional, or a preferred purchasing method, such as a Purchase Order, may exist.

The T&E Card is for the cardholder’s expenses only, unless the cardholder is approved as a Team Leader to cover travel expenses for others or is purchasing items for a UCR business meeting/entertainment event.

For PCard policy questions, contact pcard@ucr.edu. For T&E Card policy inquiries, submit a ticket through Finance and Administration Support 

Related Resources:

Restricted Items List for details on restricted goods and services.
Training Resources - 'PCard vs T&ECard' guide 


YES = Allowable Purchase
No = Unallowable Purchase

Expense Type
Travel and Entertainment Card (T&E Card)
Procurement Card
(PCard)
Considerations/Comments
Advertising-Fed Allow-Recruit NO YES Prior to payment - Contact Central Procurement Services for any contract docs that requires signature
Advertising-Fed Unallowable NO YES Prior to payment - Contact Central Procurement Services for any contract docs that requires signature
Airfare YES YES When purchased using a PCard, automatic Traveler Insurance Registration for comprehensive coverage does not apply
Airline Fees  YES NO Policy allowed baggage, seating, etc.
Animal Food NO YES  
Animal Purch - Non-Inventorial NO YES  
Automotive Supplies NO YES  
Bindery NO YES  
Book/Serial/Periodical-Non-Inv YES YES T&E Card charges only while on "Travel Status" with a valid business justification (ex. Conference/Research materials)
Business Meals YES NO Alcohol must be allocated to an appropriate funding source as specified in UCOP Policy BUS 79 on university-related Business Entertainment Expenses. 
Alcohol purchase for on campus event must be reviewed by Risk Management
Business Meeting Rental/Catering YES NO Events exceeding $5000 or requiring contracts should be purchased via PO. Contract documentation for events less than $5000 must be reviewed and approved by Procurement Services prior to purchase. 
Rental of equipment, decorations, flowers, etc. for an event are not allowable on T&E card.
Car Rental YES NO  
Car Rental Fuel YES NO  
Clothing-Not Uniforms NO YES Ref Approved Logo, UC Article 10/Code of Conduct & Sustainability guidelines applicable; Contact Central Procurement Services for assistance & authorized suppliers
Cmpt Supplies NO YES  
Comm, Access Charges, Internet NO YES  
Comm, Cellular Phone NO YES  
Comm, Instrument Purchase-Non-Inventorial NO YES Contact Central Procurement Services - may require a PO
Comm, Materials (Not Equip) NO YES  
Comp Equip, Non-Inv Less than $4999 NO YES  
Conf & Event Registration Fees YES YES Events exceeding $5000 or requiring contracts should be purchased via PO. Contract documentation for events less than $5000 must be reviewed and approved by Procurement Services prior to purchase. 
Rental of equipment, decorations, flowers, etc. for an event are not allowable on T&E card.
Copyright and Royalty Fees NO YES  
Cost of Goods Sold (COGS) NO YES  
Custodial Paper Goods NO YES  
Custodial-Non-Paper/Chemicals NO YES  
Dry Ice NO YES Specific disposal requirement are applicable (EH&S guidelines)
Electrical/Electronic Supplies NO YES  
Equip, Non-Inv/Comp Less than $4999 NO YES  
Film and Recording Tape NO YES  
Food Service Supplies NO YES  
Food, Staples and Other NO YES Food for human consumption prohibited via Pcard
Freight NO YES  
Gases - Compressed and Liquid NO YES  
Gift to Host In Lieu of Lodging YES NO $75 limit as noted in UCOP Policy BFB G-28
Does not apply to Non-Cash Awards/gifts covered in UCOP Policy BFB G-41 or BFB G-42
Glass, Glassware, and Ceramics NO YES Depends as Prop 65 is applicable; Sustainability guidelines and lead content
Ground Transportation YES NO  
Group Meals and Incidentals (Travel Status) YES NO  
Hardware NO YES  
HazMat Packing Materials NO YES  
Insignia Items NO YES Preferred Suppliers; UC Article 10 and UC Code of Conduct Applicable
Internet Access YES YES While on Travel Status for T&E
PCard cannot be used for recurring charges
Lab Supplies Other NO YES  
Lodging YES YES  
Lodging - Advanced Deposit YES YES  
Lodging - Group  YES YES  
Lodging - Tax YES YES  
Lumber NO YES  
Masonry Supplies NO YES  
Meals & Incidentals (Travel Status) YES NO  
Meals-Business Meetings (Travel Status) YES NO  
Meals-Social Activities/Entertainment (Travel Status) YES NO Events exceeding $5000 or requiring contracts should be purchased via PO. Contract documentation for events less than $5000 must be reviewed and approved by Procurement Services prior to purchase. 
Rental of equipment, decorations, flowers, etc. for an event are not allowable on T&E card.
Media Res-No Photo/Illustra NO YES  
Medical Fees YES NO Necessary vaccinations, propholactic medications needed to travel abroad
Medical/Dental Supplies NO NO  
Membership/Subscript-Fed Allow NO YES Institutional/non-restricted funds only *Note: If a person leaves UCR, individual memberships will go with them
Membership/Subscrp-Fed Unallow NO YES Institutional/non-restricted funds only *Note: If a person leaves UCR, individual memberships will go with them
Metal, Sheet & Formed Stock NO YES  
Office Supplies YES YES Only while on Travel Status for T&E Card
Office Supp-No paper/Prnt Cart NO YES  
Other Accommodations YES NO ex. Camp Ground Fees
Paint and Other Finishes NO YES  
Paint Sundries NO YES  
Paper Prod/Stationery/Copy Pap NO YES  
Parking YES NO Parking for a rental car while on travel status or if a local venue requires parking for a cardholder involved in an activity BFB Bus 79
Passport/Visa Fees YES NO  
Pharmaceutical Supplies NO NO  
Photo/Photographic Processing NO YES  
Photocopy/Repro Chg-Not Equip YES YES Only while on Travel Status for T&E Card
Photographic Supplies NO YES  
Plant, Advertising NO YES Prior to payment - Contact Central Procurement Services for any contract docs that requires signature
Plant, CA Envir Qual Assurance NO YES  
Plant, Printing  NO YES UC of the UC Name & Logo; Requires use of vetted suppliers - Contact Central Procurement Services
Plumbing Supplies NO YES  
Printer Cartridges NO YES  
Printing-Forms/Stationery/etc. NO YES  
Publications/Reprints-Non-Inv NO YES  
Rent of Cylinders - Demurrage NO YES Prior to payment - Contact Central Procurement Services for any contract docs that requires signature
Rep/Alter/Maint-Eq(Not Cmpt) NO YES Okay for payment after review/approval from Central Procurement or others
Repair/Alter/Maint - Alarms NO YES Okay for payment after review/approval from Central Procurement or others
Repair/Alter/Maint-Carpentry NO YES Okay for payment after review/approval from Central Procurement or others
Repair/Alter/Maint-Cmpt NO YES Okay for payment after review/approval from Central Procurement or others
Repair/Alter/Maint-Custodial NO YES Okay for payment after review/approval from Central Procurement or others
Repair/Alter/Maint-Electrical NO YES Okay for payment after review/approval from Central Procurement or others
Repair/Alter/Maint-Grounds NO YES Okay for payment after review/approval from Central Procurement or others
Repair/Alter/Maint-HVAC NO YES Okay for payment after review/approval from Central Procurement or others
Repair/Alter/Maint-Other NO YES Okay for payment after review/approval from Central Procurement or others
Repair/Alter/Maint-Paint NO YES Okay for payment after review/approval from Central Procurement or others
Repair/Alter/Maint-Plumbing NO YES Okay for payment after review/approval from Central Procurement or others
Rubber/Plastic/Other Synthetic NO YES  
Seminar/Conference Registration YES YES Fees for Virtual registration allowed
For T&E Card, Events exceeding $5000 or requiring contracts should be purchased via PO. Contact Central Procurement Services for any contract docs that requires signature.
Rental of equipment, decorations, flowers, etc. for an event are not allowable on T&E card.
Serv, Environ Health & Safety NO YES Okay for payment after review/approval from Central Procurement or others
Serv, Lab & Other Testing NO YES Okay for payment after review/approval from Central Procurement or others
Serv, Laundry NO YES Okay for payment after review/approval from Central Procurement or others
Signs NO YES UC of the UC Name & Logo; Requires use of vetted suppliers - Contact Central Procurement Services
Social Activities Room Rental YES NO Events exceeding $5000 or requiring contracts should be purchased via PO. Contract documentation for events less than $5000 must be reviewed and approved by Procurement Services prior to purchase. 
Rental of equipment, decorations, flowers, etc. for an event are not allowable on T&E card.
Social Meals/Entertainment/Catering YES NO Alcohol must be allocated to an appropriate funding source as specified in UCOP Policy BUS 79 on university-related Business Entertainment Expenses. 
Alcohol purchase for on campus event must be reviewed by Risk Management
Events exceeding $5000 or requiring contracts should be purchased via PO. Contract documentation for events less than $5000 must be reviewed and approved by Procurement Services prior to purchase. 
Rental of equipment, decorations, flowers, etc. for an event are not allowable on T&E card.
State/Fed Regulatory Fees NO YES  
Taxi/Shuttle/Car service YES NO  
Textiles - Not Clothes NO YES  
Tolls/Road Charges YES NO  
Tools Non-Inventory NO YES  
Train/Bus YES NO  
Training YES NO  
Travel Agent Booking or Service Fees YES NO PCard should not be used with Anthony Travel
Uniforms and Shoes NO YES  
Util, Diesel NO YES  
Util, Disposal/Dump Fees NO YES  
Util, Gasoline NO YES  
Util, Natural Gas NO YES  
Util, Other NO YES  
Util, Propane/Butane NO YES  
Util, Water NO YES  
Util, Water Softening Srv/Chem NO YES  
Vehicle Rental YES NO  
Vehicle Rental Fuel YES NO  
Veterinarian Supplies NO NO