Commodity |
Policy References and Procurement Methods |
Airfare |
All Travel, including airfare is prohibited from Procurement Card
Business and Finance G-28; UCR’s Policy & Procedure Manual #900-05 Travel Card; UCR’s Policy & Procedure Manual #900-05 Travel Policy.
DAPOS
All Y-Cal Fares (State Fares) must be purchased through Sunward Adventures Travel agency in Moreno Valley, California (http://sunward.com/). Payment must be made through a DAPO payable to the American Express BTA. To obtain a ticket on a YCAL fare, just call Sunward Adventures at (800)786-9273. Please see UCR’s Travel policy page at: http://www.accounting.ucr.edu/travel.htm for all other travel vendors and policies.
All travel must be reimbursed on a Travel Expense Voucher. The Travel Voucher must indicate the DAPO Number. |
Alcoholic Beverages |
Prohibited from Procurement Card
Business and Finance 43; Part 3. UCR’s Policy & Procedure Manual #200-44. Prohibited from Procurement Card and DAPO. |
Ammunition/Explosives/Firearms |
Prohibited from Procurement Card
Business and Finance 43; Part 3. Must be processed through the Purchasing Department via EBuy with an authorized approval from Environmental Health and Safety. Prohibited from Procurement Card and DAPO. |
Artwork |
Prohibited from Procurement Card
UCR’s Policy & Procedure Manual #750-63. Not allowed. |
Awards (non-cash) Eg. Work-Related, such as employee recognition, length of service and retirement. |
Limited to below:
May be purchased with the Procurement Card from UCR’s approved vendor (O.C Tanner) for length of service awards.
All other awards, pursuant to Business and Finance G-41; Must be reimbursed with Form U-5,
Check Request. |
Bookcases & shelving (furniture) |
Prohibited from Procurement Card:
Limited to below:
UCR's Policy & Procedure Manual #750-63.
All Steelcase stand-alone furniture must be purchased through the Storehouse by contacting the Storehouse or ordering directly through the following Storehouse/BKM website: https://bkmsd.yourensync.com/UCR/login.aspx
All furniture beside Steelcase stand-alone (chairs, file cabinets, tables) furniture must be submitted via a Purchase Requisition.
REMINDER - YOU MAY NOT USE DAPO 'S OR THE PROCUREMENT CARD TO PURCHASE "OTHER" FURNITURE, OR PURCHASE STEELCASE PRODUCTS NOT LISTED ON THE WEBSITE. All "other" furniture must be processed through the Purchasing Department via EBuy. |
Bottled Water |
Need authorized approval on file if purchased with Procurement Card
UCR’s Policy & Procedure Manual #750-63. Must have an authorized approval from College/Org.Unit Financial Officer or Designee (Considerations for approval may include proximity to existing potable water sources and use of area to be served, e.g. meeting room, etc.). |
Buildings or Remodeling of Buildings |
Prohibited from Procurement Card
UCR’s UCR’s Policy & Procedure Manual #750-63. Contact Design & Construction. Prohibited from Procurement Card and DAPO. |
Bus Charters |
- Limitations Listed Below:
Begin the process by contacting Claire Solorio, Transportation Coordinator at Transportation and Parking, extension 4395 x1281. The University owns and maintains its own buses. Claire will check availability and quote you prices for your transportation needs. Only pre-approved bus charter companies may be contracted with to provide services to UCR staff and students. The Purchasing Department maintains agreements with bus charter companies that have been approved to provide service to the University. If you are interested in adding a new company to the list, contact Sherri Anderson at extension 3000.
- A DAPO may be completed by individual departments, unless the total costs exceeds the department’s LVPA delegation.
If the order exceeds the departments LVPA, a purchase requisition must be initiated.
Purchasing has not negotiated prices with the vendors; you will need to negotiate prices on an order-by-order basis. |
Cash Advances |
Prohibited from Procurement Card
Business and Finance G-28. Prohibited from Procurement Card and DAPO. Must be processed through Accounting via a Cash Advancement Form. |
Catering |
Prohibited from Procurement Card
UCR’s Policy & Procedure Manual #600-30 & 200-44. Catered events under $250 must have Department Chair’s approval; events over $250 must have Vice Chancellor/Dean approval.
In addition, if the University is contracting a catered event on campus only pre-approved caterers may be hired to provide on-campus services to UCR staff and students. UCR Purchasing Department maintains a list of caterers that have been pre-approved to furnish on-campus catering services.
You may purchase catering services from:
- UCR Classic Catering & UCR Gourmet-to-Go*-Contact: Lisa Walke, ext.7279 or
- Sodexho Food Service (UNEX) – Contact: Sean Laurence, ext. 3613
- The following pre-approved off-campus caterer(s) located at: http://www.matmgmt.ucr.edu/purchasing/index.php?content=sources/caterers.html
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Cell Phones |
See limitations below
New service must be processed through the Purchasing Department via EBuy. Replacement instruments and accessories may be purchased with the Procurement Card or via a DAPO. The Procurement Card must be used for airtime services. |
Coffee, coffee pots (for employee personal use) |
Prohibited from Procurement Card
UCR’s Policy & Procedure Manual #750-63. Not allowed. Prohibited from DAPO and Procurement Card. |
Consultants |
Prohibited from Procurement Card
UCR's Policy & Procedure Manual #750-27. Must be processed via Consultant Form located at: http://www.matmgmt.ucr.edu/purchasing/index.php?content=policies/consult.html with an authorized approval from Department Chair, Dean or Vice Chancellor, Materiel Manager and Research Office. Prohibited from DAPO and Procurement Card. |
Contracts for Entertainment, i.e. bands, theater groups, etc. |
Prohibited from Procurement Card
UCR’s Policy & Procedure Manual #750-39. Contact the Manager for Performing Arts Presentations. Prohibited from DAPO and Procurement Card. |
Controlled Substances/ or Dangerous Drugs |
Prohibited from Procurement Card
us 43; Part 3, Policy 850-35. May only be purchased by an authorized Department Representative or Health & Safety. Must be processed through the Purchasing Department via EBuy. Prohibited from DAPO and Procurement Card.
Ordering Controlled Substances |
Coverings--Window, Floor & Wall |
Prohibited from Procurement Card
UCR’s Policy & Procedure Manual #750-63. Must be processed through the Purchasing Department via EBuy with authorization from Health & Safety, Design and Construction and Physical Plant. Prohibited from DAPO and Procurement Card. |
Decorative Items |
Prohibited from Procurement Card
UCR’s Policy & Procedure Manual #750-63. Must be processed through the Purchasing Department via EBuy with an approval from Vice Chancellor/Dean. Prohibited from Procurement Card and DAPO. |
Employee recognition gifts (non-cash) |
Prohibited from Procurement Card
Business & Finance G-41. Reimbursement must be submitted using a Form 5-Check Request to Accounting. Prohibited from DAPO and Procurement Card. |
Entertainment Expenses |
Prohibited from Procurement Card
UCR's Policy & Procedure Manual #200-44. May use DAPO if accompanied by an Entertainment Check Request Form located at http://accounting.ucr.edu/forms.htm with approval from Vice Chancellor/Dean. |
Equipment (Inventorial) -- Defined as a freestanding item greater than $5,000 with a useful life of one year or more |
Prohibited from Procurement Card
UCR’s Policy & Procedure Manual #750-63. Must be processed through the Purchasing Department via Ebuy. Prohibited from DAPO and Procurement Card. |
Ethyl Alcohol |
Prohibited from Procurement Card
Business 43; UCR’s Policy & Procedure Manual Policy #750-93. Must be processed through the Storehouse and only to authorized users. Prohibited from DAPO and Procurement Card. |
Fire Fighting Equipment |
Prohibited from Procurement Card
UCR’s Policy & Procedure Manual #750-63. Must be processed through the Purchasing Department via EBuy with an approval from Health and Safety (except for Health and Safety). Prohibited from DAPO and Procurement Card. |
Flowers as gift, bereavement or decoration. |
Prohibited from Procurement Card
Business & Finance G-41. Departments using vendors located at: http://www.matmgmt.ucr.edu/purchasing/index.php?content=sources/flowers.html may use a DAPO, however you must have Dean or Vice Chancellor approval. If you choose to use a different vendor you must submit a Purchase Requisition through eBuy. You may not use State or Federal Funds (19900) for the purchase of flowers. Restricted from the Procurement Card. |
Food Preparation Equipment (Other than for labs or Food Service areas) |
Prohibited from Procurement Card for departments other than Childcare, Dining Services and Health Care.
UCR’s Policy & Procedure ManualPolicy #750-63. Must be processed through the Purchasing Department via EBuy with an approval from Vice Chancellor/Dean. |
Foodstuffs, Beverages (Procurement Card can only be used by Childcare, Dining Services & Health Center) |
Prohibited from Procurement Card.
UCR's Policy & Procedure Manual Policy #750-63, 200-44. May use DAPO if accompanied by Entertainment Check Request with an authorized approval from Department Chair if under $250 and Vice Chancellor/Dean approval if over $250. |
Furniture |
See limitations below
Prohibited from Procurement Card:
Limited to below:
UCR's Policy & Procedure Manual #750-63.
All Steelcase stand-alone furniture must be purchased through the Storehouse by contacting the Storehouse or ordering directly through the following Storehouse/BKM website: https://bkmsd.yourensync.com/UCR/login.aspx
All furniture beside Steelcase stand-alone (chairs, file cabinets, tables) furniture must be submitted via a Purchase Requisition.
REMINDER - YOU MAY NOT USE DAPO 'S OR THE PROCUREMENT CARD TO PURCHASE "OTHER" FURNITURE, OR PURCHASE STEELCASE PRODUCTS NOT LISTED ON THE WEBSITE. All "other" furniture must be processed through the Purchasing Department via EBuy. |
Gifts or Gift Certificates |
Prohibited from Procurement Card
Business & Finance G-41. Reimbursement must be submitted using a Form 5-Check Request to Accounting. |
Goods in excess of $2,500 or Low Value Purchasing Authority, whatever is less. |
Prohibited from Procurement Card
UCR’s Policy & Procedure Manual Policy #750-39 & 750-63. All orders which exceed a department’s Low Value DAPO authority must be processed through the Purchasing Department via EBuy. |
Goods or Services for employee personal use (coffee, coffee pots, kitchen supplies/equipment) |
Not allowed
UCR’s Policy & Procedure Manual #750-63. |
Heaters and Air Conditioners (other than research application). |
Limitations listed below:
UCR’s Policy & Procedure Manual Policy #750-63. May be processed with the Procurement Card or DAPO with an Physical Plant’s approval. |
Hotels/Motel reservations |
Prohibited from Procurement Card
Business G-28; Travel Card. May use DAPO's Travel Blanket, but departments must complete a Travel Expense voucher form located at: http://accounting.ucr.edu/forms.htm and send to Accounting. The Travel Voucher must indicate the DAPO Number. Local Hotel agreements are located at: http://www.matmgmt.ucr.edu/purchasing/index.php?content=../materiel/travel/hotels.html |
Household Moves |
Prohibited from Procurement Card
UCR’s Policy & Procedure Manual Policy 650-31 & 650-32. Must be processed through the Purchasing Department via EBuy. |
Insurance |
Contact the Office of Insurance and Business Agreements. Prohibited from DAPO and Procurement Card. |
Items from outside the U.S. which require permits for importation |
Prohibited from Procurement Card
UCR’s Policy & Procedure Manual Policy # 750-63. Prohibited from DAPO and Procurement Card. |
Items requiring a waiver of liability |
Prohibited from Procurement Card
UCR’s Policy & Procedure Manual Policy #750-63. Must be processed through the Purchasing Department via EBuy. Prohibited from DAPO and Procurement Card. |
Moving Services |
Must be processed through the Purchasing Department via Ebuy. Prohibited from Procurement Card and DAPO. |
Purchases from vendors requiring a signed contract. |
Prohibited from Procurement Card
Must be processed through the Purchasing Department via EBuy. Prohibited from DAPO and Procurement Card. |
Radioactive Items |
Limitations as listed below:
UCR’s Policy & Procedure Manual Policy # 750-63. May use DAPO or Procurement Card if approval on file from Health & Safety. |
Real property rentals, leases and purchases |
UCR’s Policy & Procedure Manual #750-63. Contract the Office of Real Estate Development. |
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Rentals |
UCR’s Policy & Procedure Manual #750-63. Must be processed through the Purchasing Department via EBuy. Contact the Purchasing Commodity Buyer to discuss. Currently prohibited from Procurement Card and DAPO. |
Repairs (Other than Real Property-Contact Physical Plant for real property repairs or alterations) |
Services, repairs, or maintenance where the supplier performs the services on UCR premises may be purchased using your DAPO maintenance blanket for services under $2500 and may be purchased using your Procurement Card if under $1500 provided vendor has an insurance certificate on file. Insurance Certificates can be found at: http://www.matmgmt.ucr.edu/purchasing/index.php?content=sources/inscerts.html. |
Respirators, dust masks and related supplies |
Limitations as listed below:
UCR’s Policy & Procedure Manual Policy # 750-63. May use Procurement Card or DAPO if department has an approval from Health & Safety. Consultation is not necessary for each purchase, as long as conditions of use remain unchanged. |
Safety Glasses |
Limitations as listed below:
UCR’s Policy & Procedure Manual Policy # 750-63. May use Procurement Card or DAPO if department has an approval from Health & Safety. Consultation is not necessary for each purchase, as long as conditions of use remain unchanged. |
Stamps |
Prohibited from Procurement Card
Must be purchased via recharge from Mail Services only. |
Telephone equipment and attachments |
May be purchased via a EBuy Requisition, DAPO or Procurement Card. SPECIAL NOTE: Telecommunication does not guarantee service or troubleshoot problems for 'customer purchased equipment' (CPE) that is purchased with a DAPO or Procurement Card. For CPE, Telecommunications will provide and troubleshoot problems with the dial tone only. |
Temporary personnel services |
Prohibited from Procurement Card
U.C.R. local DAPO Agreement #318 DAPO must be used for temporary office services. |
Travel-including airline tickets, hotel accommodations and vehicle rentals |
Prohibited from Procurement Card
Business G-28; UCR's Policy & Procedure Manual #900-05 Visa Card; UCR's Policy & Procedure Manual #900-05 Travel Policy. All travel must be reimbursed using Travel Expense voucher form located at: http://accounting.ucr.edu/forms.htm. Airline tickets must be purchased through Canyon Crest Travel agency for YCAL Fares and payment must be made through a DAPO Travel Blanket payable to the American Express BTA. Departments may use Travel Blanket for hotel accommodations. Departments must complete a Travel Expense voucher for all travel expenses and send to Accounting. The Travel Voucher must indicate the DAPO Number. |
Vehicles/Trailers (nontravel) |
Prohibited from Procurement Card
UCR’s Policy & Procedure Manual #750-63. Contact Fleet Services for Availability. |
Vending Machines |
Prohibited from Procurement Card
Policy 750-63. Must be processed through the Purchasing Department via EBuy with an approval from Purchasing Manager. |
Wooden Office Furniture |
Prohibited from Procurement Card
UCR’s Policy & Procedure Manual #750-63. Must be processed through the Purchasing Department via EBuy with an authorized approval from Department Chair and Vice Chancellor/Dean. |
