Guidelines for using Direct Payment Form - Updated 2/12/10

Departments may acquire the items and services included in the following Direct Payment (DP) list without prior Procurement Services approval.  The DP guidelines are meant to direct Planning Units appropriately. Please go to the General Guidelines page for other relevant purchasing information.

Purchase Order - Most goods and services are subject to bid limits as follows if the total purchase volume will exceed these thresholds:
Goods - $25,000    Services - $50,000   Construction - $50,000  
All bids items require a Purchase Order.

Purchasing Card - A University Purchasing Card (PCard) should be used whenever possible and is preferred, unless the purchase is specifically excluded by policy or the Purchasing Grid.

Direct Payment (DP) Form - When the use of a PCard is impossible or impractical, Direct Payment forms may be submitted for the after-the-fact payment of the obligation assumed.

NEVER attach a Purchase Order (PO) invoice to a Direct Payment (DP) form for payment. If you are in receipt of a PO invoice, make sure the PO # is on the invoice (write it on the invoice if needed), mark it “OK to pay” with your signature, and forward it to the Accounts Payable Office for payment.

The following is not an exhaustive list, but is meant to provide guidance.  Items with an asterisk (*) may be paid by Direct Payment regardless of the dollar amount. 

Call individual purchasing agents with any questions, or to suggest changes or additions to this list.

Direct Payment List     

1. Accounting and auditing fees
    
   
2. Advertising*
    
   
3. Airport charges - Payments to airports for landing, parking, and refueling of University-owned aircraft
    
   
4. Attorney fees
    
   
5. Awards - Employee cash awards and student awards
    
   
6. Cadavers - Costs associated with the disposal of cadavers
    
   
7. Certification - Required certification, inspection, and/or licensing fees*
    
   
8. Clip charges - Reading and clip charges
    
   
9. Commissions*
    
   
10. Computer service lines and computer search charges
     
    
11. Consultants payments which are NOT on grant accounts and which are under $5,000 only
     
    
12. Copies - Copying, reprints, and duplication; reports and internship papers; transcripts and diplomas  (for Printing - See #35)
     
    
13. Copyrights*
     
    
14. Demurrage charges on canisters/cylinders
     
    
15. Dry Cleaning
     
    
16. Employment Services
     
    
17. Exhibit and/or promotion fees
     
    
18. Purchase or rental of pre-recorded Films/Videos/Tapes
     
    
19. Film badge billing
     
    
20. Film processing
     
    
21. Government - All payments to county, state and federal government agencies, including other universities and ATCO*
     
    
22. Honoraria and related expenses (gifts on foundation funds only!)
     
    
23. Hospitals - All payments made to hospitals under contract with the College of Osteopathic Medicine (COM) as regional teaching centers
     
    
24. Insurance policy premiums and mutual health fund payments
     
    
25. Legal settlements and associated costs (authorized for the Office of Legal Affairs, Legal Council, Special Legal Items, and VP for Finance area only)
     
    
26. Lists, including mailing lists/labels and Graduate Student Locator Service List
     
    
27. Magnetic tape reports
     
    
28. Medical Services
     
    
29. Memberships. (No personal memberships or donations)
     
    
30. Microfilm and microfiche services
     
    
31. Notary Public fees
     
    
32. Officials for athletic events (ICA only)
     
    
33. Postage - Payments made to the Postmaster for postage, stamps, metered mail, box rental, or stamped envelopes
     
    
34. Programming charges. (Telecommunications only)
    
    
35. Publication submission fees
     
    
36. Published materials - Books, texts, publications, periodicals, directories, and interlibrary loan fees
     
    
37. Refunds of monies previously paid to the University (including monies paid to grantors)
    
    
38. Repair of instruments, equipment, or machines - excludes built-in equipment and/or service contracts
     
    
39. Research subjects and simulated patients
    
    
40. Room and board for workshops
     
    
41. Royalties
     
    
42. Scholarships, tuition and Senate Bill 140 expenses
     
    
43. Stipends
     
    
44. Subcontracts. Agreements entered into on a Restricted Account
    
    
45. Tapes - prerecorded video and audio tapes and films
    
    
46. Telephone, telegraph, and teletype charges
    
    
47. Testing/sampling services and test score reports
    
    
48. Training materials - published training materials, including: books, texts, films, tapes, and workbooks
    
    
49. For non-OU employees only (examples: guest lecturer, job applicant):  All travel, entertainment, and related expenses, including per diem
    Note: For OU student travel: use a paper Travel Expense Report (TER).  For OU employee travel reporting: Use Concur
    
    
50. TV Cable services
    
    
51. Utilities - natural gas, electric, water & sewer