Procurement Matrix
| Commodity | Account Code Numerical Listing | Includes | Does Not Include | Recommended Procurement Method | Recommended Payment Method |
|---|---|---|---|---|---|
| Office and Research Supplies and Consumables | 530100-Clothing 530102- Personal Protective Equipment |
Special Approval Item , unless contracted (FS/Public Safety uniforms) | FITC - Catalog or Enter Requisition Line Form | PO Invoice | |
| Office and Research Supplies and Consumables | 531010 - Feed | FITC - Catalog or Enter Requisition Line Form | PO Invoice | ||
| Office and Research Supplies and Consumables | 532010 - Food | Catering, Team Lunches, (UKANS Official Hospitality 529700) | Travel related food should be submitted via PS T&E | Pcard or FITC Non-PO Invoice | P-card or PO Invoice |
| Office and Research Supplies and Consumables Consumables | 533200-FUEL OIL, DIESEL, & KEROSENE 533300-LIQUID PROPANE GAS & BUTANE 533900-OTHER FUEL |
Fuel, diesel, kerosene, propane, butane | PCard | P-card | |
| Office and Research Supplies and Consumables | 536100-DRUGS & PHARMACEUTICALS 536200-ANIMAL DRUGS 536300-CHEMICALS 536900-PROFESSIONAL, SCIENTIFIC SUPPL 536950-PHOTOGRAPHIC SUPPLIES 536960-FILMS & VIDEO TAPES (NONLIBRY) |
Pharm drugs, animal drugs, non- research chemicals, cylinder rentals, photo/film supplies |
Research chemicals - use 538300 | FITC - Catalog or Enter Requisition Line Form | PO Invoice |
| Office and Research Supplies and Consumables | 537100-STATIONERY & OFFICE SUPPLIES | Furniture under $500 (components) | FITC - Catalog (Staples) | PO invoice (xml) | |
| Office and Research Supplies and Consumables | 537200-COMPUTER SUPPLIES | Consumables: Flash Drives, storage media, toner cartridges | Replacement Parts (524700) | FITC - Catalog | PO invoice |
| Office and Research Supplies and Consumables | 538010-RESEARCH SUPPLIES & MATERIALS 538300-RESEARCH CHEMICALS |
FITC - Catalog or Enter Requisition Line Form | PO Invoice | ||
| Office and Research Supplies and Consumables | 539100-AGRICULTURAL SUPPLIES 539200-HOUSEHOLD/LAUNDRY SUPP & MATLS 539300-POWER PLANT SUPPLIES 539400-RECREATION SUPPLIES & MATLS 539500-SMALL TOOLS 539700-SUPPL FOR RESALE-MANUF&PRINT 539800-COMMODITIES FOR RESALE TO DEPT 539900-OTHER SUPP FOR RESALE-PUBLIC |
Agriculture, household, recreation | FITC - Catalog or Enter Requisition Line Form | P-card or PO Invoice | |
| IT Hardware/Software | 537510-COMPUTER HARDWARE | Replacement Parts (524700) | FITC - Catalog | PO invoice | |
| IT Hardware/Software | 541390-MICRO SYS/SUPPORT EQ NON-CAP 541690-INFORM PROCESS EQUIP NON-CAP |
Microcomputers or PC's. Support equip like drives, printers or other interface equipment. | FITC - Catalog | PO invoice | |
| IT Hardware/Software | 537250-COMPUTER SOFTWARE < $500 | Less than $500 per item. | If greater than $500, use 5418X0 series. If software license, use 523700. If software maint, use 524800. | FITC - Catalog (SHI) or Enter Requisition Line Form | PO Invoice |
| IT Hardware/Software | 541870-LICENSE FEES 541890-COMPUTER/MICRO SYSTEM NON-CAP |
Greater than $500 | If less than $500, use 537250. | FITC - Catalog (SHI) or Enter Requisition Line Form | PO Invoice |
| Maintenance and Repair Supplies | 534100-MATERIALS FOR BLDGS NON-CAP 534300-COMPUTER SYS PART-REPL&REPAIR 534900-OTHER EQUIP PARTS,MATERIALS |
Computer, building and other maint supplies | FITC - Catalog or Enter Requisition Line Form | PO Invoice | |
| Maintenance and Repair Supplies | 535100-GASOLINE 535200-DIESEL FUEL 535210-BIO-DIESEL 535300-GASAHOL 535400-LIQ PETROLEUM,BUTANE,NAT GAS 535500-AIRCRAFT FUEL 535600-MOTOR OIL 535650-HYDRAULIC OIL 535700-TIRES 535800-ANTIFREEZE 535900-OTHER PARTS SUPP ACCESSORIES |
Gas, oil, part, supplies | FITC - Catalog or Enter Requisition Line Form or Pcard | PO Invoice or P-card | |
| Maintenance and Repair Services | 524201-SELF PROP SVC OIL CHANGE 524202-SELF PROP SVC WASH 524203-SELF PROP TIRE REPAIR INSTALL 524209-SELF PROP SVC OTHER 524221-SELF PROP COLLISION REPAIR 524229-SELF PROP REPAIR OTHER 524231-SELF PROP EQUIP INSTALL |
University Plane | FITC - Enter Requisition Line Form | P-card or Non-PO Invoice | |
| Maintenance and Repair Services | 524300-REPAIR & MAINT MACHINE,EQUIP | Items that are NOT self- propelled. | FITC - Enter Requisition Line Form | PO Invoice | |
| Maintenance and Repair Services | 524301-REPAIR & MAINT FURNITURE, FIXT | FITC - Enter Requisition Line Form | PO Invoice | ||
| Maintenance and Repair Services | 524302-REPAIR & MAINT RESEARCH EQUIP | FITC - Enter Requisition Line Form | PO Invoice | ||
| Maintenance and Repair Services | 524400-REPAIR BUILDING N-CAP | FITC - Enter Requisition Line Form | PO Invoice | ||
| Maintenance and Repair Services | 524401-GROUNDS & LANDSCAPING | FITC - Enter Requisition Line Form | PO Invoice | ||
| Maintenance and Repair Services | 524700-COMPUTER REPAIR & MAINTENANCE | FITC - Enter Requisition Line Form | PO Invoice | ||
| Maintenance and Repair Services | 524800-MAINT & SERVICE OF SOFTWARE | < $500 use 537250. If software license, use 523700. | FITC - Catalog (SHI) or Enter Requisition Line Form | PO Invoice | |
| Maintenance and Repair Services | 524900-REPAIR & MAINT OTHER | FITC - Enter Requisition Line Form | PO Invoice | ||
| Maintenance and Repair Services - Cars / Autos | 524101-PASSENGER CAR SVC OIL CHANGE 524102-PASSENGER CAR SVC-CAR WASH 524103-PASS CAR TIRE REPAIR & INSTALL 524109-PASS CAR SVC OTHER 524121-PASS CAR COLLISION REPAIR 524129-PASS CAR REPAIR OTHER 524131-PASS CAR EQUIP INSTALL |
Car wash, oil change, tire repair | PCard or FITC - Enter Requisition Line Form | P-card or Non-PO Invoice | |
| Professional Services | 527100-ARCHITECTS & ENGNR N-CAP | FITC - Enter Requisition Line Form | Non-PO Invoice | ||
| Professional Services | 527200-ATTORNEYS & LAWYERS | FITC - Enter Requisition Line Form | Non-PO Invoice | ||
| Professional Services | 527300-PHYSICIANS & MEDICAL ASSOC | FITC - Enter Requisition Line Form | Non-PO Invoice | ||
| Professional Services | 527500-ADVERTISING AGENCIES | FITC - Enter Requisition Line Form | Non-PO Invoice | ||
| Professional Services | 527700-LECTURERS,SPEAKERS,ENTERTAINER | FITC - Enter Requisition Line Form | Non-PO Invoice | ||
| Professional Services | 527800-ACCOUNTANTS & AUDITORS | FITC - Enter Requisition Line Form | Non-PO Invoice | ||
| Professional Services | 527910-INFORMATION SYSTEMS CONSULTING | FITC - Enter Requisition Line Form | Non-PO Invoice | ||
| Professional Services | 527994-OTH PROF FEES N-CAP | Consultants, photographers, depositions | FITC - Enter Requisition Line Form | Non-PO Invoice | |
| Professional Services | 529200-LAUNDRY, DRYCLEAN, TOWEL SERV | PCard | P-card | ||
| Professional Services | 529900-OTHER CONTRACTUAL SERVICES | FITC - Enter Requisition Line Form | PO Invoice | ||
| Professional Services | 529910-JANITORIAL SERVICES | FITC - Enter Requisition Line Form | PO Invoice | ||
| Professional Services | 529940-TEMPORARY SERVICES | FITC - Enter Requisition Line Form | PO Invoice | ||
| Professional Services | 529940-TEMPORARY SERVICES 526900-OTHER FEES |
FITC - Enter Requisition Line Form | PO Invoice | ||
| Other Fees | 526300-DISC-COMPPROG,DATAPROC,DATAAC 526310-DISC-COMPUTER SERVICES 526320-COMPUTER PROG & DATA PROCESS 526350-FIN MGMT SYSTEM DEVELOPMT FEE |
FITC - Enter Requisition Line Form | Non-PO Invoice | ||
| Other Fees | 526330-DATABASE ACCESS FEES | Electronic Subscription Library | FITC - Enter Requisition Line Form | Non-PO Invoice | |
| Other Fees | 526331-INTERNET CONNECTIVITY | FITC - Enter Requisition Line Form | Non-PO Invoice | ||
| Other Fees | 526400-RECORDING,SERVICING FEES 526900-OTHER FEES |
Recording, servicing, court costs, copyright fees. | FITC - Enter Requisition Line Form | Non-PO Invoice | |
| Other Fees | 526500-LABORATORY FEES 526501-LAB RANDOM EE DRUG TEST 526502-LAB RANDOM ALCOHOL TEST |
Employee Drug & Alcohol tests | FITC - Enter Requisition Line Form | PO Invoice | |
| Other Fees | 526902-PHOTOGRAPHIC PROCESSING | FITC - Enter Requisition Line Form | P-card | ||
| Other Fees | 529702- CONFERENCE / SEMINAR FEES | FITC - Enter Requisition Line Form | P-card or Non-PO invoice | ||
| Other Fees | 527991-EMPLOYEE BACKGROUND CHECK | Direct Voucher PAYABLES ONLY | Direct Non-PO Invoice PAYABLES ONLY | ||
| Printing and Copying | 522100-PRINTING (KS PRINT SERVICES) | INTERFUND TRANSACTION | Outside Printer | FITC Non-PO Invoice | PO Invoice |
| Printing and Copying | 522300-PRINTING AND COPYING | FITC - Enter Requisition Line Form | PO Invoice | ||
| Printing and Copying | 522400-ADVERTISING | Recruitment Ads (LJ World, electronic resources, etc.) | FITC Non-PO Invoice | PO Invoice or P-card | |
| Equipment/Space Rental | 523100-PHOTOCOPIER RENTAL/LEASE | MFD's/Copiers | Go to https://technology.ku.edu/department-administration Use P-Card for payment | P-card (see webpage) | |
| Equipment/Space Rental | 523200-RENTAL OF SPACE IN BUILDINGS | FITC - Enter Requisition Line Form | PO Invoice | ||
| Equipment/Space Rental | 523300-RENTAL OF EQUIPMENT | PCard | P-card | ||
| Equipment/Space Rental | 523301-RENTAL OF RESEARCH EQUIPMENT | PCard | P-card | ||
| Equipment/Space Rental | 523400-RENTAL OF LAND | FITC - Enter Requisition Line Form | PO Invoice | ||
| Equipment/Space Rental | 523600-RENTAL INFORMATION PROCESS EQUIPMT | CPU, memory, drives, storage, terminals, modems | PCard or FITC - Enter Requisition Line Form | PO Invoice | |
| Equipment/Space Rental | 523700-SOFTWARE LICENSE AGREEMENT | Annual software payments | Licenses < $500 (use 537250). Software maint use 524800. | FITC - Catalog (SHI) or Enter Requisition Line Form | PO Invoice |
| Equipment/Space Rental | 523900-OTHER RENTALS | Movies, PO boxes, scripts | PCard | P-card | |
| Equipment/Space Rental | 523901-POSTAGE MACHINE RENTAL | Postage Machine rental (should NOT be purchased / rented) | P-card | ||
| Equipment/Space Rental | 523902-CABLE TELEVISION RENTAL | FITC - Enter Requisition Line Form | Non-PO Invoice | ||
| Equipment Purchase | 527102-ARCH & ENG B&I NON-CAP 527993-OTH PROF FEES B&I NON-CAP 540290-HOUSE/KITCHEN EQUIP NON-CAP 540390-OFFICE EQUIPMENT NON-CAP 540490-PROFESS/SCI EQUIP NON-CAP 540890-SHOP/PLANT MAINT EQ NON-CAP 540990-OTHER EQ/MACH/FURN NON-CAP 542390-DUPLICATION B&I NON-CAP 542590-BLDG REPAIR B&I NON-CAP 542909-MATERIALS FOR BLDGS NON-CAP 544790-ARCH & ENG LAND NON-CAP 544890-OTH PROF FEES LAND NON-CAP 546190-TELECOM TERMINATION NON-CAP 546290-TELECOM SWITCHING NON-CAP 546390-TELECOM TRANSMISSION NON-CAP 546490-RADIO EQUIP PORTABLE NON-CAP 546590-RADIO EQUIP FIXED NON-CAP 546690-DATA COMM EQUIP NON-CAP 540590-PASSENGER CARS NON-CAP 540690-TRUCKS NON-CAP 540690-TRUCKS NON-CAP 170800-FIXED ASSET CLEARING - BUILDING & GROUND |
< $5,000 or 1 yr life = (non-cap) $5,000+ and 1 yr life = 170800 (capitalized) |
FITC - Catalog or Enter Requisition Line Form | PO Invoice | |
| Equipment Purchase | 540291-HOUSEHOLD FURNITURE NON-CAP 540391-OFFICE FURNITURE NON-CAP 540691-SELF PROPELLED EQUIP NON-CAP 541190-BOOKS/LIBRARY MATL NON-CAP 541390-MICRO SYS/SUPPORT EQ NON-CAP 541690-INFORM PROCESS EQUIP NON-CAP 541890-COMPUTER/MICRO SYSTEM NON-CAP 542090-BUILDINGS NON-CAP 544091-LAND NONSTRUCT IMPROV NON-CAP 170822-FIXED ASSET CLEARING - OTHER FURNITUR |
< $5,000 or 1 yr life = (non-cap) $5,000+ and 1 yr life = 170822 (capitalized) |
FITC - Catalog or Enter Requisition Line Form | PO Invoice | |
| Equipment Purchase | 541190-BOOKS/LIBRARY MATL NON-CAP | Books must be over $500 each. Otherwise, use 539000 | FITC - Catalog or Enter Requisition Line Form | PO Invoice | |
| Equipment Purchase | 546190-TELECOM TERMINATION NON-CAP 546290-TELECOM SWITCHING NON-CAP 546390-TELECOM TRANSMISSION NON-CAP 546490-RADIO EQUIP PORTABLE NON-CAP 546590-RADIO EQUIP FIXED NON-CAP 546690-DATA COMM EQUIP NON-CAP |
Answering machines, pagers, telephones, transmission equip, radio equip, data comm equip | FITC - Catalog or Enter Requisition Line Form | PO Invoice | |
| Buildings & Improvements | 220510-CAP LEASES PAYABLE - CURRENT 527102-ARCH & ENG B&I NON-CAP 527102-ARCH & ENG B&I NON-CAP 527993-OTH PROF FEES B&I NON-CAP 527993-OTH PROF FEES B&I NON-CAP 542090-BUILDINGS NON-CAP 542091-BUILDING IMPROVEMENTS NON-CAP 542100-FACILITIES CONSERVATION-PRINC 542110-FACILITIES CONSERV - INTEREST 542390-DUPLICATION B&I 542390-DUPLICATION B&I NON-CAP 542590-BLDG REPAIR B&I CAP 542590-BLDG REPAIR B&I NON-CAP 170800-FIXED ASSET CLEARING - BUILDING & GROUND 542909-MATERIALS FOR BLDGS NON-CAP 542909-MATERIALS FOR BLDGS NON-CAP 542090-BUILDINGS NON-CAP 542091-BUILDING IMPROVEMENTS NON-CAP |
General contractors, Architects & Engineers, Blue Prints | FITC - Catalog or Enter Requisition Line Form | PO Invoice | |
| Buildings & Improvements | 170840- LAND & ASSESSMENTS | Assessments for improvements. | FITC - Enter Requisition Line Form | ||
| Buildings & Improvements | 544091-LAND NONSTRUCT IMPROV NON-CAP 544790-ARCH & ENG LAND NON-CAP 544890-OTH PROF FEES LAND NON-CAP |
Ponds, terraces, dikes, fencing, walks, drives, excavation, reconstruction. | FITC - Enter Requisition Line Form | PO Invoice | |
| Utilities | 528100-ELECTRICITY | FITC Non-PO Invoice | Non-PO Invoice | ||
| 528200-NATURAL GAS | 528200-NATURAL GAS | FITC Non-PO Invoice | Non-PO Invoice | ||
| Utilities | 528300-STEAM | FITC Non-PO Invoice | Non-PO Invoice | ||
| Utilities | 528400-WATER | FITC Non-PO Invoice | Non-PO Invoice | ||
| Utilities | 528500-SEWAGE CHARGES | FITC Non-PO Invoice | Non-PO Invoice | ||
| Utilities | 528900-OTHER UTILITIES | FITC Non-PO Invoice | Non-PO Invoice | ||
| Telecom Services | 520200-COMMERCIAL LOCAL COMMUNICATION | PCard or FITC Non-PO Invoice | Non-PO Invoice | ||
| Telecom Services | 520300-COMMERCIAL LONG DISTANCE | Conference Call Services | PCard or FITC Non-PO Invoice | Non-PO Invoice | |
| Telecom Services | 520400-OTHER COMMERCIAL COMMUNICATION | PCard or FITC Non-PO Invoice | Non-PO Invoice | ||
| Telecom Services | 520500-DISC LOCAL COMM SVC OPER CHG | FITC Non-PO Invoice (Interfund) | Non-PO Invoice | ||
| Telecom Services | 520520-TELEPHONE MONTHLY EXPENSE | FITC Non-PO Invoice (Interfund) | Non-PO Invoice | ||
| Telecom Services | 520700-DISC LONG DISTANCE COM SC | FITC Non-PO Invoice (Interfund) | Non-PO Invoice | ||
| Telecom Services | 520710-DISC INTRGOVT LNG DIST CAPITAL | FITC Non-PO Invoice (Interfund) | Non-PO Invoice | ||
| Telecom Services | 520720-TELEPHONE LONG DISTANCE | FITC Non-PO Invoice (Interfund) | Non-PO Invoice | ||
| Telecom Services | 520800-DISC OTHER COMM SERV OP CHG | FITC Non-PO Invoice (Interfund) | Non-PO Invoice | ||
| Telecom Services | 520820-OTHER INTRGOVT COM SVC CHGS | FITC Non-PO Invoice (Interfund) | Non-PO Invoice | ||
| Telecom Services | 520900-OTHER COMMUNICATION | P-card or FITC Non-PO Invoice | Non-PO Invoice | ||
| Telecom Services | 520910-CELLULAR PHONE | PCard | P-card | ||
| Insurance | 529603-AIRCRAFT LIABILITY INSURANCE | Direct Voucher PAYABLES ONLY | Non-PO Invoice | ||
| Insurance | 529604-AUTOMOBILE INSURANCE | Direct Voucher PAYABLES ONLY | Non-PO Invoice | ||
| Insurance | 529605-GENERAL LIABILITY INSURANCE | Direct Voucher PAYABLES ONLY | Non-PO Invoice | ||
| Insurance | 529606-PROFESSIONAL LIABILITY INSUR | Direct Voucher PAYABLES ONLY | Non-PO Invoice | ||
| Insurance | 529607-COMPREHENS & PROPRTY INSURANCE | Direct Voucher PAYABLES ONLY | Non-PO Invoice | ||
| Insurance | 529608-AIRCRAFT INSURANCE | Direct Voucher PAYABLES ONLY | Non-PO Invoice | ||
| Postage and Freight | 520100-POSTAGE | PCard | P-card | ||
| Postage and Freight | 520600-DISC POSTAGE OPER CHG | FITC Non-PO Invoice (Interfund) | Non-PO Invoice | ||
| Postage and Freight | 520620-INTERGOVERNMENTAL POSTAGE | FITC Non-PO Invoice (Interfund) | Non-PO Invoice | ||
| Postage and Freight | 521900-OTHER FREIGHT AND EXPRESS | FedEx, UPS | FedEx, UPS | PCard | P-card |
| Subscriptions & Dues | 529100-SUBSCRIPTIONS | PCard | P-card | ||
| Subscriptions & Dues | 529101-DUES & MEMBERSHIP FEES | PCard | P-card | ||
| Research SubContracts | 526903-SUBCONTRACTS W/F&A | FITC - Subcontract Requisitions Request Form | PO Invoice | ||
| Research SubContracts | 799000-SUBCONTRACT: NO F&A | FITC - Subcontract Requisitions Request Form | PO Invoice | ||
| Payments to Individuals | 526200-HONORARIA | FITC Non-PO Invoice | Non-PO Invoice | ||
| Payments to Individuals | 526210-HONORARIA/NONSTAFF TRAVEL REIM | FITC Non-PO Invoice | Non-PO Invoice | ||
| Payments to Individuals | 529840-PARTICIPANT/EMPLOYEE PAYMENT | FITC Non-PO Invoice | Non-PO Invoice | ||
| Payments to Individuals | 529920-PARTICIPANT PAYMENT/SUPPORT | FITC Non-PO Invoice | Non-PO Invoice | ||
| Payments to Individuals | 529950-RESEARCH PARTICIPANT ADVANCE | FITC Non-PO Invoice | Non-PO Invoice | ||
| Payments to Individuals | 799580-PARTICIPANT SUPPORT NO F&A | FITC Non-PO Invoice | Non-PO Invoice | ||
| Tuition, Scholarship, Fellowship | 526600-TUITION FOR EMPLOYEES F&A | NA - Bursar's Office | Non-PO Invoice | ||
| Tuition, Scholarship, Fellowship | 526601-TUITION PAYMENTS W/F&A | NA - Bursar's Office | Non-PO Invoice | ||
| Tuition, Scholarship, Fellowship | 556600-SCHOL,FELLOW,GRNT-NO TAX W/F&A | NA - Bursar's Office | Non-PO Invoice | ||
| Tuition, Scholarship, Fellowship | 526602-TUITION PAYMENTS NO F&A | NA - Bursar's Office | Non-PO Invoice | ||
| Recruitment Expense | 526100-RECRUITMENT EXPENSE | FITC Non-PO Invoice | P-card or Non-PO Invoice | ||
| Travel, In-state | Flights, hotel, rental cars, ground transportation | Does not include hospitality (539700) / conferences & seminars (529720); | Pcard or FSKU Travel and Expense Module | Travel Reimb. or P-card | |
| Travel, Out-of-state | 525210-PRIV VEHICLE MILES OUT-STATE 525220-HIRE CAR/PLANE/BUS OUT-STATE 525230-STATE CAR EXPENSE OUT-STATE 525270-RAIL/AIR/BUS FARES OUT-STATE 525280-SUBSISTENCE OUT-STATE 525290-NON-SUBSISTENCE OUT-STATE |
Flights, hotel, rental cars, ground transportation | Does not include hospitality (539700) / conferences & seminars (529720); | Pcard or FSKU Travel and Expense Module | Travel Reimb. or P-card |
| International Payments (UKANS) | PCard or FITC Non-PO Invoice | P-card or Non-PO Invoice | |||
| Inter-Business Unit Payments | Payments between KUCR and KU | FITC Non-PO Invoice | Non-PO Invoice |
