Allowable Purchases
Conditional Purchases
Non-Allowable Purchases
Allowable purchases must be for official University related business with a clear business and/or research purpose. When applicable, purchases must be made via myUF Marketplace. The following list contains examples of items that can be purchased with the PCard. All PCard purchases are subject to review.
Please note: This list includes examples and is NOT all inclusive. If you are unsure if the PCard can be used to make a purchase, please contact the PCard Team at pcard@ufl.edu.
Administrative Fees Licenses
Advertising
Arts and Crafts Supplies
Audio Visual Equipment
Batteries
Books and Publications Library
Books Non-Library
Building Maintenance and Repair Supplies
Camera Supplies/Video Equipment/Digital Camera (less than $5,000.00)
Car Vehicle Detailing Service – UF/State vehicles only
Cleaning/Janitorial Supplies
Compressors
Computer Maintenance Support
Computer PDA
Computer Supplies and Parts
Computers (less than $2,000.00)
Cooling AC Supplies
Copier Fax Printer Service and Supplies
Courier Delivery Service
Dental Lab Fees or Services
Dental Supplies
Digital Camera Camcorder
DVD Players Recorders
Electric Utilities
Electrical Hardware Supplies
Electrical Wire or Cable
Electronic Supplies
Equipment Maintenance and Repair Supplies
Fax Equipment
Fertilizers Soil Conditioners
Film and Recording Media
Flowers – lab and research only
Flowers – Other – See Conditional List (right column)
Furniture (less than $5,000.00)
Garden Tools (less than $5,000.00)
Gas Cylinder Rental or Lease Payment
Gases Industrial or Specialty
Hardware Nails Screws Bolts
Lab Coats or Scrubs
Lab Consumable Supplies
Lab Equipment Maintenance
Lab Scientific Equipment
Mailing Supplies
Medical or Lab Services Fees
Medical Supplies
Membership Dues – See Memberships
Motors Generators
Musical Supplies Items
Network Routers
Office Equipment
Office Supplies
Oil and Gas Utilities
Pagers – Paging Services
Paint and Painting Supplies
Paper – Copier or Printer
Parking Fees Road Tolls
PDA Accessories
Photocopying
Photographic Service
Plumbing Fixtures and Supplies
Postage (Bulk Mail)
Printing and Reproduction
Projector Supplies or Bulbs
Publications Reprints
Publishing
Regalia
Signs Banners
Software –The PCard can be used to purchase software under certain conditions. A UFIS Risk Assessment may be required. Visit UF Information Security’s Risk Assessment website https://security.ufl.edu/resources/risk-assessment/ and Procurement Services How to Purchase Software/Subscribe to Software-As-A-Service (SAAS) website https://procurement.ufl.edu/uf-departments/how-to-purchase-software-subscribe-to-software-as-a-service-saas/
Sports Equip Supplies
Storage Lockers
Subscriptions – Database and periodical
Teacher Resource Materials
Telephone Service
Toner Cartridges
Tools
Uniforms
Vehicle Maintenance and Repair Services
Vehicle Parts and Supplies
Veterinary Drugs
Welding Supplies
The following types of purchases may be made with the PCard but only under certain conditions or circumstances and with the proper funding source. The list contains hyper-links which will provide more information to help identify the special requirements or documentation for these types of purchases. The purchase must benefit the University, demonstrate a business purpose for the unit, or further the research purposes of the University.
3D Printers – EH&S preapproval required; see EH&S 3D Printer Policy
Awards, Employee – See the Employee Achievement Awards, Gifts, and Prizes page of Disbursement Services Expenditures website.
Catering – Any function on campus where food and/or beverages is offered and purchased with University funds must use a University of Florida-approved caterer. A list of caters can be found at Business Services Division list of UF Approved Caterers. See the UF Catering – Business Services Business Services (ufl.edu) website FAQ’s for more information. A purchase order is recommended, but invoices may also be paid unencumbered. Click on the following link for more details about the invoice approval process within myUF Marketplace: https://www.bsd.ufl.edu/Catering/Home/Invoice. This rule does not apply to off campus locations. (11/23/2021)
Cellular/Mobile Telephone and Service – See Finance and Accounting Directives and Procedures, Telecommunications, 2. Cell Phones and Similar Wireless Communication Devices, 4. Option 2. Additional information can be found the Cell Phone/Wireless Communication Devices FAQs on the Finance and Accounting website.
Clocks (less than $5,000.00) – See Section A “General Guidelines” of Disbursements Directive #3, and Section C “Purchases of a Personal Nature” of Procurement Directive #9
Cooking Range Stoves – See Section P “Hazardous Materials and Equipment” of Procurement Directive # 13
Drones- EH&S approval required – see Unmanned Aircraft System (UAS) Policy & Procedures. Note – May not be purchased from DJI or their subsidiaries per UF Research – https://research.ufl.edu/compliance/export-controls-2/restricted-parties.html
Education Certificates or Diplomas – See Section C “Educational Courses” of Disbursements Directive #4
EH&S Items – See EH&S Items page
Equipment Maintenance Contract – See Section F “Maintenance or Service Agreements” of Procurement Directives #13, and section H “Contracts” of Procurement Directives #13
Fans (less than $5,000.00) – See Section A “General Guidelines” of Disbursements Directive #3, and section C “Purchases of a Personal Nature” of Procurement Directive #9
Flowers – non-lab, non-research
Food/Meals
Gasoline
Greeting Cards – See Procurement Directives, 9. Unauthorized Purchases, Purchases of a Personal nature.
Heaters, Space/Portable – See Disbursement Directives, 3. Expenditure Policy, A. General Guidelines. EH&S pre-approval is required. Email EH&S at labsafety@AD.ufl.edudocumentation such as a specifications sheet, webpage listing of features, etc. that the space heater meets the following requirements:
Internet Service Provider (ISP) – See DSL/Cable Internet in Personal Residences DSL or cable Internet connection at a personal residence constitutes an employee perquisite. See the Perquisites section of UF Human Resource Services’ web site.
Microwave Ovens – See Procurement Directive 13 “Hazardous Materials and Equipment.”
Refrigerators/Freezers (less than $1,000.00) – See Section P “Hazardous Material and Equipment” of Procurement Directives 13
Registration for Meetings or Conferences – See Travel Directives 7, Section A “Travel Authorizations.”
Safety Apparel – See Section Q “Perquisites” of Disbursements Directive 4 – Perquisite required
Services that require a contract – See Section H “Contracts” of Procurement Directives#13. Included are such as:
Storage Rental -See Section H “Contracts” of Procurement Directives #13
Travel – See Travel Directives including #5, 7, 8, 9, 11, 12, 16
The PCard cannot be used to purchase the items listed below (regardless of funding source). If you are unsure if something is PCard allowable, email pcard@ufl.edu before making the purchase.