Guidelines for using Direct Payments
Departments may acquire the items and services included in the following list without prior Purchasing approval. A University Purchasing Card (PCard) should be used whenever possible. When the use of a PCard is impossible or impractical, Direct Payment forms may be submitted for 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.
Most goods and services are subject to bid limits as follows: GOODS: $25,000, SERVICES: $50,000, CONSTRUCTION: $50,000. 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. Computer software
12. Consultants payments which are NOT on grant accounts and which are under $5,000 only.
13. Copies - Copying, reprints, and duplication; reports and internship papers; transcripts and diplomas. DOES NOT INCLUDE ORIGINAL PRINTING.
14. Copyrights*
15. Demurrage charges on canisters/cylinders.
16. Dry Cleaning.
17. Employment Services.
18. Exhibit and/or promotion fees.
19. Purchase or rental of pre-recorded Films/Videos/Tapes
20. Film badge billing
21. Film processing
22. Government - All payments to county, state and federal government agencies, including other universities and ATCO*
23. Honoraria and related expenses (gifts on foundation funds only!).
24. Hospitals - All payments made to hospitals under contract with the College of Osteopathic Medicine (COM) as regional teaching centers.
25. Insurance policy premiums and mutual health fund payments.
26. Legal settlements and associated costs. (authorized for the Office of Legal Affairs, Legal Council, Special Legal Items, and VP for Finance area only.)
27. Lists, including mailing lists/labels and Graduate Student Locator Service List.
28. Magnetic tape reports.
29. Medical Services.
30. Memberships. (No personal memberships or donations.)
31. Microfilm and microfiche services.
32. Notary Public fees.
33. Officials for athletic events (ICA only).
34. Postage - Payments made to the Postmaster for postage, stamps, metered mail, box rental, or stamped envelopes.
35. Programming charges. (Telecommunications only.)
36. Publication submission fees.
37. Published materials - Books, texts, publications, periodicals, directories, computer software, and interlibrary loan fees.
38. Refunds of monies previously paid to the University (including monies paid to grantors).
39. Repair of instruments, equipment, or machines - excludes built-in equipment and/or service contracts.
40. Research subjects and simulated patients
41. Room and board for workshops.
42. Royalties.
43. Scholarships, tuition and Senate Bill 140 expenses.
44. Stipends.
45. Subcontracts. Agreements entered into on a Restricted Account.
46. Tapes - prerecorded video and audio tapes and films.
47. Telephone, telegraph, and teletype charges.
48. Testing/sampling services and test score reports.
49. Training materials - published training materials, including: books, texts, films, tapes, and workbooks.
50. Travel - All travel, entertainment, and related expenses, including per diem.
51. TV Cable services.
52. Utilities - natural gas, electric, water & sewer.
