| Restricted from Pro-card |
Alternate Payment Method |
| Any single purchase of goods or services in excess of $2,500 (or less if the authority assigned to your card is less than $2,500) |
Submit a CruzBuy Purchase Order.
Note: Any attempt to avoid submitting a Purchase Order by artificially dividing purchases into multiple pro-card transactions - each with a total of less than $2,500 - is prohibited and subject to withdrawal of purchase authority. |
| Alcohol, beverages |
Submit a CruzBuy Order on a Food & Entertainment form. Refer to Alcohol Policies Related to Entertainment. |
| Alcohol, ethyl |
Submit a CruzBuy Order from a hosted catalog or on an Ethyl Alcohol form. |
| Awards |
See Non-cash Employee Award and Other Gifts Guide
Non-Employee Non-Cash Gifts Guide |
| Cash advance |
Contact FAST/AP at 459-4488. |
| Cash refund |
Cash refunds are not allowed. |
| Catering |
Submit a CruzBuy Order on a Food & Entertainment form.
See Caterers: Pre-approved List
How to Hire Caterers for UCSC Events
How to Add a Caterer to the UCSC List of Pre-approved Caterers |
| Chartering of boats, buses, planes, shuttles, vans, etc. |
Submit a CruzBuy Order using the Vehicle Rental/Charter form.
See also Bus Charter Services: Pre-approved List
How to Purchase Bus Charter Services
How to Add a Bus Charter Service to the Pre-approved List of Bus Charter Services |
| Conference & Training Registration fees |
Use Direct Pay or a Travel Card. |
| Construction (on-site), including carpet, window coverings, and remodeling |
Building Maintenance:
Campus Buildings Contact Physical Plant
See also Maintenance on Leased Buildings |
| Consultant services |
Submit a CruzBuy Order using a Services form. See Independent Contractor and Employee Overview. |
| Controlled substances, regardless of cost |
Submit a CruzBuy Order using a DEA Controlled Substances form. |
| Copiers, regardless of value |
Contact the Copier Program at 459-3742. Contact your Divisional Liaison for assistance before leasing or purchasing network or multifunctional copiers/printers. |
| Entertainment; examples: staff lunches, coffee for break room, candy for reception area; tickets for sporting events and concerts |
Submit a CruzBuy Order on a Food & Entertainment form. |
| Equipment (inventorial is >$5,000) |
Submit a CruzBuy Order. See Equipment Administration.
Note: All items defined as inventorial equipment must be processed via Purchase Order to ensure proper recording of the asset. |
Equipment repairs
|
Only purchase repair services on pro-card from suppliers who are on the list of Approved Service Suppliers for Pro-card. For other suppliers, submit a CruzBuy Order using a Services form.
Submit a CruzBuy Order any time a signed contract is needed or the total fee exceeds the pro-card dollar limit. |
| Fabrications |
Refer to Ways to Buy Specific Goods and Services. |
| Fines, penalties |
Payments of fines and penalties are not allowed under any circumstances. |
| Firearms, explosives, ammunition |
Submit a CruzBuy Order, using the Request for Firearm or Ammunition form. |
| Flowers |
See Non-cash Employee Award and Other Gifts Guide
Non-Employee Non-Cash Gifts Guide |
| Foreign purchases (except software programs downloaded electronically, publications and reprints, and purchases that do not need to be cleared by US Customs, if the supplier accepts Visa and does not require a written purchase order document.) |
Submit a CruzBuy Order. |
| Gasoline or diesel fuel |
See the Travel Guides.
The Pro-card cannot be used to buy gasoline. Gasoline is reimbursed as mileage, which also includes reimbursement for other related automobile expenses. |
| Gifts and gift certificates |
See Non-cash Employee Award and Other Gifts Guide
Non-Employee Non-Cash Gifts Guide |
| Goods or services from any officer or employee of the University or from a near relative of any officer or employee |
Submit a CruzBuy Order using a Services form.
See also Independent Contractor and Employee Overview for information on employee-vendor relationships. |
| Independent contractor and independent consultant services |
Submit a CruzBuy Order using a Services form. See Independent Contractor and Employee Overview. |
| Leases |
See How to Request an Equipment Lease. |
| Meals, travel, or entertainment expenses |
Use the Travel Card. See the Travel Guides. |
| Meeting refreshments |
Submit a CruzBuy Order on a Food & Entertainment form.
See also Entertainment Guides. |
| Memberships |
See the Accounting Office Payment Guideline: Memberships |
| Personal purchases |
Personal purchases are not allowed under any circumstances. |
| Precious metals |
Submit a CruzBuy Order. |
| Professional and personal services, including legal, accounting, programming and consulting |
Submit a CruzBuy Order using a Services form. See Independent Contractor and Employee Overview. |
| Radioactive materials (regardless of cost) |
Submit a CruzBuy Order using a Request for Radioactive Material form.
|
| Real estate rentals or leases |
Contact the Real Estate Office at (831) 459-5379. |
| Registration (conferences) |
Use Direct Pay or a Travel Card. |
| Relocations: household or office moves |
See Faculty and Staff Relocation (Removal) - Household Moves; List of Pre-approved Movers |
| Services |
Only purchase services on pro-card from suppliers who are on the list of Approved Service Suppliers for Pro-card. |
| Storage Unit lease |
Submit a CruzBuy Order |
| Subcontracts, sub-awards, or agreements involving sponsored projects |
Contact Donna Gorman (459-2188) in Purchasing. |
| If a supplier contract is required: DO NOT SIGN A SUPPLIER CONTRACT, including those for maintenance or service agreements. |
Only a professional buyer has the delegated authority to sign contracts for the University.
If your purchase requires a signed contract, please contact a professional buyer in your area. |
| Temporary staffing |
Refer to Temporary Staffing. |
| Travel: accommodations; meals; transportation: airfare and airport shuttles, rental cars, taxis and parking |
The Pro-card does not replace the US Bank Visa Travel Card and cannot be used to charge travel expenses. Use the Travel Card. See Travel Guides. |
| Vehicle rentals, leases, or purchases |
Submit a CruzBuy Order using the Vehicle Purchase/Lease or Vehicle Rental/Charter form. |
