BUY Matrix. Revised 03/18/15. P-Card/Dept. Card (less than $750) Independent Contractor Form. Direct Pay Form. Business and Travel Expense Report

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1 Departmental Operating Pool Office Supplies except furniture and technology related items Library Supplies Instructional Supplies Laboratory Supplies Printer Suppliers PC Peripheral Supplies PC Media Supplies Medical Supplies Photo Supplies Theater Production Supplies Retreat Supplies Salt Supplies - Physical Plant Chapel Supplies Custodial Supplies Laboratory Gases Supplies Event Supplies Printing High Volume Copying Copy Machine Charges Photography Supplies Postage Bulk Mail Bulk Mail - Clearinghouse Mailing Lists Courier/Messenger Services Advertising - Print Media Advertising - TV

2 Advertising - Radio Advertising - Other Video Productions Long distance telephone incoming charge cellular phones **see note 1 below Telecom - other Video Conferencing Rental - bus/van Rental - Equipment Rental - Production Equipment Rental - Furniture Rental - Facilities Lease - Bus/Van Lease - Vehicles Lease - Equipment Lease - Production Equipment Lease - Furniture Lease - Facilities Subscriptions Dues and Memberships Laundry Expense Linen Rental Purchased Premiums (items provided for seminars) Flower/Other Acknowledgements Dept Reference Material Apparel/Uniforms Prizes/Awards

3 Donations Moving Relocation Expense Department/Office Moves Airfare **see note Airfare - Team Travel **see note Airfare - Recruiting **see note Airfare - Scouting ** see note Bus/Van Costs Bus/Van Costs - Team Travel Bus/Van Costs - Recruiting ** see note Bus/Van Costs - Scouting **see note Automobile Rental Automobile Rental - Team Travel Automobile Rental - Recruiting **see note Automobile Rental - Scouting **see note General University Mileage Reimbursement Mileage Reimbursement - Team Travel Mileage Reimbursement - Recruiting Mileage Reimbursement - Scouting Lodging Costs **see note Lodging Costs - Team Travel **see note Lodging Costs - Recruiting **see note Lodging Costs - Scouting ** see note Meals **see note Meals - Team Travel **see note Meals - Recruiting **see note Meals - Scouting **see note Other Travel **see note 2

4 Other Travel - Team Travel **see note Other Travel - Recruiting **see note Other Travel - Scouting **see note Conference/Training/Seminar Fee Food/Meals Foodservice - University Contract Training/Safety/Environmental Entertainment Sports Events Entertainment Fuel Expenses - University Vehicles **see note Contracted and Professional Services Instruct - Professional Services Honoraria Lecture Series Bands/Entertainers Consulting Services Installation Services Temp Help - Agencies External Public Safety Services Legal Fees Audit/Tax Fees Investment Management Investment Custodial Trustee Fees Acct/Billing/Collect Photography-Professional Services

5 Athletic Officials Other Professional Services Contract Medical Services Cost of Goods Sold Resell Printing Supplies Resell Paper Supplies Resell Contract Services Resell Postage Resell Other Goods Resell Food Service Resell Long Distance Resale Food- Dining Dollars COGS-Cintas Only Resale Advertising-Newspapers Resale Advertising-Radio Resale Other Misc Expenditures Resale City Taxes Resale Staff Food Resale Bands/Entertainers Resale Ext Pub Saf Serv-Nrwd Pol Resale Oth Prof Serv-Rigging, Peer Resale Security Resale Contract Serv-Food Service Resale Other Goods Resale Contract Cleaning Resale Phone Charges

6 Maintenance and Repair MSC Office Equipment MSC Instructional Equipment MSC Software MSC Elevators MSC Cleaning MSC Painting MSC Flooring MSC Vehicle MSC Personal Computers MSC Production Equipment MSC Broadcast Equipment MSC Equipment MSC Other Misc MSC Printers M & R Grounds M & R Bldgs M & R equipment Parts and Equipment Bldg Signage Locks and Keys Interior Paint/Repairs External Paint/Repairs Roof Repairs Plumbing Repairs Electrical Repairs Appliance Repairs

7 HVC Repairs Tel-Maint/Wiring Cable TV Irrigation Pest Control Window Cleaning Carpet Cleaning Blind Cleaning Waste Collection Hardscape Non Recurring Equipment Furniture and Fixtures Instruments and Apparatus Computer Equipment Software Printers Telecommunication Equipment Athletic Equipment Network Equipment Machinery-Implements Vehicles Production Equipment Other CONSTRUCTION PHASE General Requirements Site Work

8 Concrete Masonry Metals Woods and Plastics Thermal and Moisture Protection Doors and Windows Finishes Specialties Equipment Furnishings Special Constructions Conveying Systems Mechanical Electrical Environmental Contingency Furniture Capital Equipment Telephone Signage Moving **Note 1: Use purchase requisition regardless of amount **Note 2: Use P-Card regardless of amount - International Wire Requests must be made to the Controller using a check request form.

9 Restricted Items The Purchasing Card may be used to buy merchandise required for University business needs with the exception of the following: Personal expenses or charges. Alcoholic Beverages (except when entertaining University guests) Cash advances, traveler checks, money orders, ATM machines Computer hardware, software, maintenance Construction or renovation Consulting services Gift Cards Hazardous chemicals or materials (e.g. ethyl alcohol, refrigerant, narcotics) Furniture Maintenance contracts Mobile Devices of any type Mobile Device recurring charges or data plans Personal services Service contracts Radioactive materials Jewelry Any item exceeding cardholder s credit limit, or splitting purchases to avoid transaction limits Any merchant, product, or service not normally considered an appropriate use of University funds Xavier will pay vendors using ACH when possible. Please encourage vendors who accept ACH payments to submit a direct deposit form:

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