From purchase to payment

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

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