From purchase to payment

Procurement Matrix

Commodity Account Code Numerical Listing Includes Does Not Include Recommended
Procurement Method
Office and Research Supplies and
Consumables
1301XX - Clothing Special Approval  Item , unless contracted (FS/Public  Safety  uniforms)   KUPPS - Catalog or Non-Catalog Goods Forms
Office and Research Supplies and
Consumables
131010 - Feed     KUPPS - Catalog or Non-Catalog Goods Forms
Office and Research Supplies and
Consumables
132010 - Food Catering, Team Lunches, (UKANS Official Hospitality 129700) Travel related food should be submitted via PS T&E Pcard or KUPPS Check Request
Office and Research Supplies and
Consumables
133XXX - Fuel: non vehicle Fuel, diesel, kerosene, propane, butane   PCard
Office and Research Supplies and
Consumables
136XXX - Scientific Supplies Pharm drugs, animal drugs, non- research chemicals, cylinder rentals,
photo/film supplies
Research chemicals - use
138300
KUPPS - Catalog or Non-Catalog Goods Form
Office and Research Supplies and
Consumables
137100 - Office Supplies Furniture under $500 (components)   KUPPS - Catalog (Staples)
Office and Research Supplies and
Consumables
137200 - Computer Supplies Consumables: Flash Drives, storage media, toner cartridges Replacement Parts (124700) KUPPS - Catalog
Office and Research Supplies and
Consumables
138XXX - Research Supplies     KUPPS - Catalog or Non-Catalog Goods Forms
Office and Research Supplies and
Consumables
139XXX - Other Supplies Agriculture, household, recreation   KUPPS - Catalog or Non-Catalog Goods Forms
IT Hardware/Software 137210 - Computer Hardware   Replacement Parts (124700) KUPPS - Catalog
IT Hardware/Software 1413XX & 1416XX - Microcomputer
Systems
Microcomputers or PC's. Support equip like drives, printers or other interface equipment.   KUPPS - Catalog
IT Hardware/Software 137250 - Computer Software Less than $500 per item. If greater than $500, use 1418X0 series. If software license, use
123700. If software maint, use
124800.
KUPPS - Catalog (SHI) or Non Catalog Goods Form
IT Hardware/Software 1418XX - Computer Software Greater than $500 If less than $500, use 137250. KUPPS - Catalog (SHI) or Non Catalog Goods Form
Maintenance and Repair Supplies 134XXX - Maint/Repair Supplies Computer, building and other maint supplies   KUPPS - Catalog or Non-Catalog Goods Forms
Maintenance and Repair Supplies 135XXX - Vehicle Supplies Gas, oil, part, supplies   KUPPS - Catalog or Non Catalog Goods Form or Pcard
Maintenance and Repair Services 1242XX - Repair & Maintenance: Self
Propelled Equipment
University Plane   KUPPS - Non Catalog Services Form
Maintenance and Repair Services 124300 - Repair & Maintenance: Machinery/Equipment Items that are NOT self- propelled.   KUPPS - Non Catalog Services Form
Maintenance and Repair Services 124310 - Repair & Maintenance: Furniture/Fixtures     KUPPS - Non Catalog Services Form
Maintenance and Repair Services 124320 - Repair & Maintenance: Research Equipment     KUPPS - Non Catalog Services Form
Maintenance and Repair Services 124400 - Repair & Maintenance: Bldg n- cap IRS     KUPPS - Non Catalog Services Form
Maintenance and Repair Services 124420 - Repair & Maintenance: Grounds/Landscape     KUPPS - Non Catalog Services Form
Maintenance and Repair Services 124700 - Repair & Maintenance: Computer     KUPPS - Non Catalog Services Form
Maintenance and Repair Services 124800 - Repair & Maintenance: Software   < $500 use 137250.  If software license, use 123700. KUPPS - Catalog (SHI) or Non Catalog Goods Form
Maintenance and Repair Services 124900 - Repair & Maintenance: Other     KUPPS - Non Catalog Services Form
Maintenance and Repair Services - Cars / Autos 124100 - 124229 - Repair & Maintenance: Auto Car wash, oil change, tire repair   PCard or KUPPS - Non Catalog Services Form
Professional Services 127100 - Architects & Engineers     KUPPS - Non Catalog Services Form
Professional Services 127200 - Attorneys & Lawyers     KUPPS - Non Catalog Services Form
Professional Services 127300 - Physicians & Medical     KUPPS - Non Catalog Services Form
Professional Services 127500 - Advertising Agencies     KUPPS - Non Catalog Services Form
Professional Services 127700 - Lecturers / Speakers / Entertainers     KUPPS - Non Catalog Services Form
Professional Services 127800 - Accountants & Auditors     KUPPS - Non Catalog Services Form
Professional Services 127910 - Info System Consultants     KUPPS - Non Catalog Services Form
Professional Services 127990 - Other Prof Fees Consultants, photographers, depositions   KUPPS - Non Catalog Services Form
Professional Services 129200 - Laundry & Dry Clean     PCard
Professional Services 129900 - Contractual Services: Other     KUPPS - Non Catalog Services Form
Professional Services 129910 - Janitorial Services     KUPPS - Non Catalog Services Form
Professional Services 199940 - Temporary Services - KURES     KUPPS - Non Catalog Services Form
Professional Services 129940 / 126900 - Temporary Services - UKANS     KUPPS - Non Catalog Services Form
Other Fees 1263XX - Computer Programming / Data Processing     KUPPS - Non Catalog Services Form
Other Fees 126330 - Database Access Fee Electronic Subscription Library   KUPPS - Non Catalog Services Form
Other Fees 126340 - Internet Connectivity     KUPPS - Non Catalog Services Form
Other Fees 126400, 126900 - Fees: Other Recording, servicing, court costs, copyright fees.   KUPPS - Non Catalog Services Form
Other Fees 1265XX - Lab Fees Employee Drug & Alcohol tests   KUPPS - Non Catalog Services Form
Other Fees 126970 - Photographic Processing     KUPPS - Non Catalog Services Form
Other Fees 127920 - Conference / Seminar Fees     KUPPS - Non Catalog Services Form
Other Fees 127991 - Employee Background Checks     Direct Voucher PAYABLES ONLY
Printing and Copying 122100 - Printing: KS Print Service INTERFUND TRANSACTION Outside Printer KUPPS Check Request
Printing and Copying 122300 - Printing: Printing & Copying     KUPPS - Non Catalog Services Form
Printing and Copying 122400 - Advertising Recruitment Ads (LJ World, electronic resources, etc.)   KUPPS Check Request
Equipment/Space Rental 123100 - Rental: Copier Equipment MFD's/Copiers   Go to https://technology.ku.edu/departm ent-administration   Use P-Card for payment
Equipment/Space Rental 123200 - Rental: Space in Bldgs     KUPPS - Non Catalog Services Form
Equipment/Space Rental 123300 - Rental: Equipment     PCard
Equipment/Space Rental 123310 - Rental: Research Equipment     PCard
Equipment/Space Rental 123400 - Rental: Land     KUPPS - Non Catalog Services Form
Equipment/Space Rental 123600 - Rental: Information
Processing Equipment
CPU, memory, drives, storage, terminals, modems   PCard or KUPPS - Non Catalog Services Form
Equipment/Space Rental 123700 - Rental: Software Licenses Annual software payments Licenses < $500 (use 137250). Software maint use 124800. KUPPS - Catalog (SHI) or Non Catalog Services Form
Equipment/Space Rental 123900 - Rental: Other Movies, PO boxes, scripts   PCard
Equipment/Space Rental 123910 - Rental: Postage Machines   Postage Machine rental (should
NOT be purchased / rented)
 
Equipment/Space Rental 123920 - Rental: Cable Television     KUPPS - Non Catalog Services Form
Equipment Purchase 14XX09 and 14XX00 - Equipment < $5,000 or 1 yr life = 14XX09 (non-cap).  $5,000+ and 1 yr life = 14XX00 (capitalized)   KUPPS - Catalog or Non-Catalog Goods Forms
Equipment Purchase 14XX19 and 14XX10 - Furniture < $5,000 or 1 yr life = 14XX09 (non-cap).  $5,000+ and 1 yr life = 14XX00 (capitalized)   KUPPS - Catalog or Non-Catalog Goods Forms
Equipment Purchase 1411XX - Books     KUPPS - Catalog or Non-Catalog Goods Forms
Equipment Purchase 146XXX - Telecommunication Equip Answering machines, pagers, telephones, transmission equip, radio equip, data comm equip   KUPPS - Catalog or Non-Catalog Goods Forms
Buildings & Improvements 142XXX - Buildings & Improvement General contractors, Architects
& Engineers, Blue Prints
  KUPPS - Non Catalog Services Form
Buildings & Improvements 143XXX - Land & Assessments Assessments for improvements.   KUPPS - Non Catalog Services Form
Buildings & Improvements 144XXX - Land Nonstructural Improve Ponds, terraces, dikes, fencing, walks, drives, excavation, reconstruction.   KUPPS - Non Catalog Services Form
Utilities 128100 - Utilities: Electricity     KUPPS Check Request
Utilities 128200 - Utilities: Natural Gas     KUPPS Check Request
Utilities 128300 - Utilities: Steam     KUPPS Check Request
Utilities 128400 - Utilities: Water     KUPPS Check Request
Utilities 128500 - Utilities: Sewage     KUPPS Check Request
Utilities 128900 - Utilities: Other     KUPPS Check Request
Telecom Services 120200 - Phone: Commercial Local     PCard or KUPPS Check Request
Telecom Services 120300 - Phone: Commercial Long Conference Call Services   PCard or KUPPS Check Request
Telecom Services 120400 - Phone: Commercial Other     PCard or KUPPS Check Request
Telecom Services 120500 - Phone: Intergov Local DISC     KUPPS Check Request (Interfund)
Telecom Services 120520 - Phone: Agency Tele non DISC     KUPPS Check Request (Interfund)
Telecom Services 120700 - Phone: Intergov LD Cap DISC     KUPPS Check Request (Interfund)
Telecom Services 120710 - Phone: Intergov LD Oper DISC     KUPPS Check Request (Interfund)
Telecom Services 120720 - Phone: Agency LD non DISC     KUPPS Check Request (Interfund)
Telecom Services 120800 - Phone: Other Comm DISC     KUPPS Check Request (Interfund)
Telecom Services 120820 - Phone: Other Comm non DISC     KUPPS Check Request (Interfund)
Telecom Services 120900 - Phone: Other Comm     P-card or KUPPS Check Request
Telecom Services 120910 - Phone: Cellular Phones     PCard
Insurance 129630 - Insurance: Aircraft Liability     Direct Voucher PAYABLES ONLY
Insurance 129640 - Insurance: Automobile     Direct Voucher PAYABLES ONLY
Insurance 129660 - Insurance: General Liability     Direct Voucher PAYABLES ONLY
Insurance 129670 - Insurance: Prof Liability     Direct Voucher PAYABLES ONLY
Insurance 129680 - Insurance: Comprehensive/Prop     Direct Voucher PAYABLES ONLY
Insurance 129690 - Insurance: Aircraft Not
Liability
    Direct Voucher PAYABLES ONLY
Postage and Freight 120100 - Postage     PCard
Postage and Freight 120600 - Postage: Intergov DISC     KUPPS Check Request (Interfund)
Postage and Freight 120620 - Postage: Intergov Interfund     KUPPS Check Request (Interfund)
Postage and Freight 121900 - Freight FedEx, UPS FedEx, UPS PCard
Subscriptions & Dues 129100 - Subscriptions     PCard
Subscriptions & Dues 129110 - Dues & Memberships     PCard
Research SubContracts 126980 - Subcontract: w/F&A     KUPPS - Subcontract Form
Research SubContracts 199000 - Subcontract: no F&A     KUPPS - Subcontract Form
Payments to Individuals 126200 - Honoraria     KUPPS Check Request
Payments to Individuals 126210 - Honoraria: Non Staff Reimb     KUPPS Check Request
Payments to Individuals 129850 - Participant Payment: Employee     KUPPS Check Request
Payments to Individuals 129920 - Participant Payment     KUPPS Check Request
Payments to Individuals 129950 - Participant Payment Advance     KUPPS Check Request
Payments to Individuals 199580 - Participant Payment: No F&A     KUPPS Check Request
Tuition, Scholarship, Fellowship 126600 - Tuition: Employees     NA - Bursar's Office
Tuition, Scholarship, Fellowship 126601 - Tuition: With F&A     NA - Bursar's Office
Tuition, Scholarship, Fellowship 156600 - Schol/Fellow: With F&A     NA - Bursar's Office
Tuition, Scholarship, Fellowship 199420 - Schol/Fellow: No F&A     NA - Bursar's Office
Employee Moving Expense 121300 - Moving Expense: In State     KUPPS Check Request
Employee Moving Expense 121400 - Moving Expense: Out State     KUPPS Check Request
Recruitment Expense 126100 - Recruitment     KUPPS Check Request
Travel, In-state 125xx - In-State Travel and Subsistence Flights, hotel, rental cars, ground transportation Does not include hospitality
(139700) / conferences & seminars
(129720);
Pcard or FSKU Travel and Expense Module
Travel, Out-of-state 125xx - Out-of-State Travel and
Subsistence
Flights, hotel, rental cars, ground transportation Does not include hospitality
(139700) / conferences & seminars
(129720);
Pcard or FSKU Travel and Expense Module
International Payments (UKANS)       PCard or KUPPS Check Request
        KUPPS - Check Request Form (use internal notes for preferred payment method / currency)
        Contact RGS Accounting
Inter-Business Unit Payments   Payments between KUCR and KU   KUPPS Check Request

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