Administration & Finance

Allowable/Restricted Purchases

ALLOWABLE COMMODITIES

The Procard is a great tool for departmental *purchasing. Below are examples of allowable expenditures on the Procard: 

  • Books & Periodicals
  • Business Meals & Catering (with a signed CON-04 Business Expense Form)
  • Computer Software (except license agreements that require a signature)
  • Computer Supplies (i.e. toner)
  • Conference Registrations (both in & out of state)
  • Copying Expenses & Supplies (use a contract vendor)
  • Cleaning Supplies
  • Equipment  under $1000.00 (in conjunction with the Procard Computer Reporting Form for all computer purchases & CPU’s)
  • General Groceries (for office meetings, etc.)
  • Lab Supplies
  • Library Supplies & Materials
  • Mailing/Overnight Mail
  • Maintenance & Repair Supplies
  • Membership Dues (Institutional memberships–not personal memberships)
  • Office Furnishings
  • Office Supplies
  • Printing Services (with pre-approval in writing by Publications)
  • Repairs (one time repairs are allowable, not maintenance contracts)
  • Research Supplies
  • Restaurants/Catering (with a signed CON-04 Business Expense Form)
  • Subscriptions (Periodicals, etc.)
  • Teaching Supplies & Materials
  • Zip Car

If the item is not on the Allowable Commodity List, please check with the Procard Administrator if the item you want to purchase is allowable on the Procard. If you are purchasing for a grant, there may be other purchasing restrictions specific to the grant but allowable on the Procard.  It is your responsibility to know your funding limitations and restrictions, whether grant or non-grant funded.

All purchases should be made in accordance with the Purchase of Goods Policy,

FY11-PRC-001-00-Purchase of Goods and the Business Expense Policy, FY12-CON-005-00

RESTRICTED COMMODITIES

A restricted commodity is an item that the Procard may NOT be used to purchase, due to University regulations and restrictions.  Not every item is listed.

The Procard should NOT be used to purchase any of the following:

  • Alcohol or Alcoholic Beverages
  • Animals (live)
  • Annual Maintenance Contracts
  • Cash Advances of any type
  • Cellular Phones & related monthly charges
  • Clothing for resale or the imprinting of clothing with the University trademark for resale
  • Construction and renovations
  • Contract Agreements or Agreements that require a signature
  • Donations
  • Employee Travel of any type (i.e. rental cars, gas, airfare, hotel, parking, etc)
  • Employment advertisements
  • Equipment over $999.99
  • Firearms of any type
  • Gasoline, Automotive (for non-state vehicles only)
  • Gift card purchases (participant compensation will be considered; complete the Gift Card Participation Compensation Form.  Prior approval must be obtained)
  • Gifts to Employees (this includes flowers etc.)
  • Hypodermic Syringes
  • Insurance
  • Leases or Rentals and Lease- Purchases
  • Personal Purchases of any type
  • Prescription Drugs and controlled substances
  • Printing Services (unless pre-approved in writing by Publications)
  • Radioactive materials
  • Services of any type (moving, contract for services, etc, that require a signature)
  • SHOWCASE VENDORS (refer to the Procurement website for list of restricted vendors)
  • Travel related purchases such as car/bus rentals, gas, airfare, hotel, parking, MBTA, and other modes of transportation, etc. (non-employee travel waivers will be considered on a case by case basis. To apply for a waiver, use the Procard Pre-Travel Authorization form)
  • Vehicle Rentals of any type (except ZIPCAR)

If you are purchasing for a grant, there may be other purchasing restrictions specific to the grant not listed here.  It is your responsibility to know your funding limitations and restrictions, whether grant or non-grant funded.

If you are unsure if your purchase may qualify as restricted, please call 7-5060 for more information.