All A B C D E F G H I L M N O P R S T U V W
Product / Service Expenditure Type Best Purchasing Method
A
A

Aid/Support to Non-Stanford Student/Postdocs


see also: Postdoctoral Scholars, Medical Residents and Clinical Fellows
  • Not Required

SU-21 Form

A

Aid/Support to Stanford Students/Postdocs


see also: postdoc fellowship pay
  • Not Required

Graduates – Graduate Financial Support System (GFS)

Undergraduates – Contact Financial Aid Office

A

Airfare


see: Travel (domestic) , Travel (international)
A Alcohol (tax-free research use)
see also: Categories of Purchases: Special Goods
  • 55210 – Supplies Materials Laboratory
  • 55230 – Chemicals & Compressed Gases

SmartMart•  No other purchasing method allowed

A Alcoholic Beverages/Alcohol with Business Meal
  • 52310 – Alcoholic Beverage- Unallowable

Local purchase - Purchasing Card

Non-local purchase - Travel Card

Expense report reimbursement - Expense Requests

A

Animals

  • 55240 – Animals

Animal Requisition via AnimalTrax
•  Restricted personnel only
•  No Petty Cash or Purchasing Card

A

Architectural and Engineering Services

  • 54015 – Architect
  • 54080 – Professional Services (engineers)

Non-Catalog Requisition (Standard)

B
B

Books

  • 55130 – Non-Library Books

SmartMart

Purchasing Card

Non-Catalog Requisition (Standard)

B
Buildings and Grounds Maintenance
  • Not Required

LBRE Work Request

B

Bulk Mailing

  • Not Required

Mailing Services

B

Bus Advertising (Marguerite)

  • Not Required

Bus Advertising Request Form

B

Bus Charter Services

  • Not Required

Charter Reservation

B

Business Cards

  • 55110 – Supplies MTL Non-Cap EQ Office

Where to Order

B Business Meals (during travel)
see: Travel (domestic) , Travel (international) , Alcoholic Beverages/Alcohol with Business Meal
B Business Meals (local)
see: Alcoholic Beverages/Alcohol with Business Meal
  • 52355 – Food or Local Business Meals

Local meals - Purchasing Card

Expense report reimbursement or Non-PO Payment - Expense Requests

C
C

Capital Equipment


see also: Purchase Capital Equipment

SmartMart (if available)

Non-Catalog Requisition (Standard Capital Equipment)

•  No Purchasing Cards
•  Receiving required, see How To

C Car Rental
see: Travel (domestic) , Travel (international)
C

CardinalTemps

  • 54330 – Temporary Services

Hiring temporary workers

Cardinal at Work Inf

C

Catering (Stanford or outside providers)

  • 52355 – Food or Local Business Meals
  • 52310 – Alcoholic Beverage- Unallowable
  • 52240 – Morale

SmartMart

Purchasing Card

Non-Catalog Requisition (Standard)

Expense Requests (Non-PO Payment)

C

Catering Rental

  • 52315 – Entertainment– Unallowable

Purchasing Card

Non-Catalog Requisition (Standard)

C

Cell Phone/PDA/Tablet (device)

  • 55116 – Computers & Computing Devices (acquisition cost < $5,000)

Order via University IT

Purchasing Card

C

Cell Phone/PDA/Tablet (service plan)

  • Not Required

Contact University IT

C

Chemicals

  • 55230 – Chemicals & Compressed Gases

SmartMart
No Purchasing Card
 

C
Cleaning, Trash, and Recycling Services
  • Not Required

LBRE Work Request

C

Compostable Break Room Supplies

  • 55110 – Supplies MTL Non-Cap EQ Office

SmartMart

C

Compressed Gas

  • 55230 – Chemicals & Compressed Gases

SmartMart

C

Computer (non-Stanford owned)

  • 55020 – Computer – Non SU owned

UIT Hardware Recommendations

C

Computer (Stanford owned)

  • 53120 – SU CAP COMPUTER EQUIP (acquisition cost > $5,000)
  • 55116 – Computers & Computing Devices (acquisition cost < $5,000)
  • 55410 – Computer Software Programs

SmartMart

UIT Hardware Recommendations

C

Computer Software Licenses

  • 55410 – Computer Software Programs
  • 55420 – Software Maintenance Agreements

SmartMart (if available)

Non-Catalog Requisition (Standard)

No Purchasing Card

 

C

Computer Supplies (peripherals)

  • 55116 – Computers & Computing Devices (acquisition cost < $5,000)

SmartMart

C

Conference Registration

  • 52510 – Conference convention entry meeting fees

Non-local - Travel Card

Local - Purchasing Card

Expense report reimbursement or Non-PO Payment - Expense Requests

C

Conference Room Rental (campus)

  • 52510 – Conference convention entry meeting fees

iJournals

C

Construction (with contractor)


see also: When a Contract Is Required
  • 54055 – Prime Consultant

    Used only by O&M (Award C%) and Capital Accounting (Award X%) projects

Non-Catalog Requisition (Standard)

C

Consultants/Professional Services


see also: When a Contract Is Required
  • 54230 – Other Professional Services- Allowable (not for legal or accounting services)
  • 54235 – Other Professional Services- Unallowable (not for legal or accounting services)

Non-Catalog Requisition (Standard)
No Non-PO Payment

C

Contract, Bilateral


see also: When a Contract Is Required
  • Expenditure Type Lookup Tool

    Launch Oracle and open the SU Inquiry Tools and Forms folder
     

Non-Catalog Requisition (Standard)
See How To

C

Controlled Substance

  • 55210 – Supplies Materials Laboratory

Non-Catalog Requisition (Standard)
Licenses are required for purchase

C

Copier/Printer (lease)

C

Copier/Printer (purchase)


see: Printers (If leased, see Lease Equipment)
C
Custodial Services
  • Not Required

LBRE Work Request

C

Customs Broker Fees

  • 55320 – Shipping, Handling, Cartage, Freight Services (non-capital)

    If part of capital equipment purchase, use capital equipment expenditure type for customs line item.

Non-Catalog Requisition (Standard)
•  For Standard Capital Equipment orders, see Step 2 in How To
•  For Non Capital Equipment orders, see Step 3 
•  Stanford's Broker: TIGERS (USA) GLOBAL LOGISTICS, INC

D
D Data Destruction
  • Not Required

Department IT Contact

D Data Storage
  • Not Required

Department IT Contact

D

Dry Ice

  • 55210 – Supplies Materials Laboratory

Non-Catalog Requisition (Standard)

D

Dues and Subscriptions

  • 52250 – Membership Dues Fees– Allowable (professional organizations)
  • 52255 – Membership Dues Fees– Unallowable (social organizations)

Purchasing Card
Expense report reimbursement or Non-PO Payment - Expense Requests

E
E

Employee Gifts


see: Gifts (non-cash)
E

Employee Recruitment

  • 52230 – Employee Recruitment- Allowable
  • 52235 – Employee Recruitment- Unallowable

Local - Purchasing Card
Non-local - Travel Card

E

Employee Relocation


see: Temporary Living Expenses , Mailing Services , Moving Services (on campus)
E

Entertainers

  • 54235 – Other Professional Services- Unallowable (not for legal or accounting services)

Non-Catalog Requisition (Standard)

Expense Requests (Non-PO Payment)

Entertainers are not honoraria

E

Entertainment (business entertainment)

  • 52315 – Entertainment– Unallowable

Non-local - Travel Card
Local - Purchasing Card

E

Equipment Lease

E

Equipment Rental


see also: See Administrative Guide
  • 52992 – Rent Other (Includes short-term (<1 month) rentals that do not otherwise qualify as equipment or space leases)

Non-Catalog Requisition (Standard Goods)

E

Equipment Repair

  • 53511 – Equipment Repair and Maintenace

Non-Catalog Requisition (Standard)

E Ergonomic Products
  • Varies by Item

SmartMart

E

Event Services

  • Not Required

Event Services Request

E

Exam Books

  • 55110 – Supplies MTL Non-Cap EQ Office

SmartMart (Stanford Logo - Office Depot)

F
F Fabrication
  • 53195 – SU Capital Fabrication

    See Expenditure Type Lookup Tool for small dollar purchase (< $5,000) (Launch Oracle and open the SU Inquiry Tools and Forms folder)

Non-Catalog Requisition (Standard)

Petty Cash (for small fabricated parts)

•  No Purchasing Cards
•  Receiving required, see How To

F

Facility Rental (training rooms)

  • Not Required

Facility Rental Request Form

F

Faculty Club

  • Not Required

Purchasing Card
Expense Requests (Non-PO Payment)

F

FedEx (new account setup)


see also: Shipping dangerous goods
  • Not Required

Request Account

F

Fees &amp; Penalties (government)

  • 56410 – Government Fines, Penalties, Settlements- Unallowable

Expense Requests (Non-PO Payment)

F

Fellowship, Stanford

See payments to postdoctoral scholars, medical residents & clinical fellows

F

Food and Beverage


see: Business Meals (local) , Business Meals (during travel) , Travel (domestic) , Travel (international) , Catering (Stanford or outside providers)
F

Foreign Shipments


see: Customs Broker Fees
F

Foreign Visitors (Travel expenses)


see also: Inviting and Paying Foreign Visitors
  • 52420 – Foreign Travel- Allowable
  • 52425 – Foreign Travel- Unallowable

Travel Card

Expense Requests (Expense Report – Non-SU Payee/Visitor Reimbursement)

F

Forms (Stanford)

  • 55110 – Supplies MTL Non-Cap EQ Office

SmartMart (Office Depot)

F

Freezers (laboratory)

  • 53115 – SU Scientific Tech Equip

SmartMart Capital Equipment
See How To
Receiving required, see How To

F

Freight and Shipping Services


see also: See capital equipment When buying capital equipment from foreign country
  • 55320 – Shipping, Handling, Cartage, Freight Services (non-capital)

    If part of capital equipment purchase, use capital equipment expenditure type for customs line item.

Non-Catalog Requisition (Standard)
Select Standard Capital Equipment in Step 2 in How To

F

Fundraising Travel

  • 52430 – Fundraising Travel- Unallowable

Travel Card (TCard)

Expense Requests (Expense Report)

No Purchasing Cards for any travel-related expenditures

F

Furniture &lt; $5,000

  • 55110 – Supplies MTL Non-Cap EQ Office
  • 55120 – Supplies Other (commonly used for parking)

SmartMart (if available)

Non-Catalog Requisition (Standard)

F

Furniture &gt; $5,000 (capital equipment)

  • 53110 – SU Capital Office Furniture

SmartMart (if available)

Non-Catalog Requisition (Standard Capital Equipment)
Receiving required, see How To

G
G

Gases


see: Compressed Gas
G

Gasoline (for university vehicle)


see also: See Administrative Guide
  • Not Required

Contact the Facilities Operations Department

G

Gifts (non-cash)


see also: Other Business Expenses
  • 52240 – Morale

Purchasing Card

Expense Requests (Expense Report – Reimbursement for employee or non-employee gift)

No Petty Cash

G

Gifts Non-Employee

  • 52315 – Entertainment– Unallowable

Purchasing Card

Expense Requests (Expense Report – Reimbursement for employee or non-employee gift)

G

Graduate Students/Post Docs, Aid/Support


see also: Administering Postdoc Fellowship Pay
  • Not Required

Graduate Financial Support (GFS) System

G
Ground Services
  • Not Required

LBRE Work Request

H
H

Hazardous Materials


see also: Research and Laboratory Safety
see: Radioactives
  • 55230 – Chemicals & Compressed Gases

SmartMart (if available)

No Petty Cash or Purchasing Cards

H

Honoraria to Non-Stanford Employees


see also: Paying Honoraria
  • 54230 – Other Professional Services- Allowable (not for legal or accounting services)
  • 54235 – Other Professional Services- Unallowable (not for legal or accounting services)

Expense Requests (Non-PO Payment)

H

Honoraria to Stanford Employees


see also: Paying Honoraria
  • 52225 – Honoraria Payment to SU Employee

Payroll, Supplemental Pay Webform (requires PeopleSoft access)

Payroll, One-Time Payment Form

H

Hotel (deposits and lodging for travel)


see: Travel (domestic) , Travel (international)
H

Hotel (local for visitor)


see: Travel (domestic)
  • 52445 – Travel Non-SU Employee

Travel Card

Expense Requests (Non-PO Payment – Hotel Expenses expense type) if no Travel Card

H

Human Subjects


see also: Paying Human Subjects
  • 54630 – Human Subjects PMTS Incentives

See Overview: Paying Human Subjects for payment methods by payee and incentive types

Human Subject Incentive Certification Form

i
i iPad Service
  • Not Required

Contact University IT

L
L

Lab Coats and Laundering

  • 54335 – Laundry (recommended)

Non-Catalog Requisition (Standard Blanket)

See Cintas merchandise & pricing, and contact

L

Laboratory Non-Capital Equipment

  • 55215 – Lab/Sci/Tech Non Cap Equipment

SmartMart

L

Laboratory Supplies

  • 55210 – Supplies Materials Laboratory

SmartMart

L

Lease Equipment


see also: Administrative Guide
  • 52910 – Leased Equip >1 Year; <$5K
  • 52921 – Lease Genrl Purpose Equip >$5K
  • 52951 – Lease Special Purp Equip >$5K
  • 52981 – Leased Equip 1 Mo TO 1 Year

Non-Catalog Requisition (Standard)

Select Standard Lease – Equipment in Step 2 in How To

L

Lease Late Charges

  • 56125 - Lease Late Charges

Late charges on a lease contract should NOT be charged to an ET used for lease costs.

L

Lease Real Estate


see also: Administrative Guide , Lease or Rental Real Estate
  • 52810 – Re Leased Space >1 Year
  • 52830 – Leased Space

Non-Catalog Requisition (Standard)

Select Standard Lease – Equipment in Step 2 in How To

L

Leased Space


see: Lease Real Estate
  • 52992 – Rent Other (Includes short-term (<1 month) rentals that do not otherwise qualify as equipment or space leases)
L

Legal Fees

  • 54210 - Professional Services, Allowable
  • 54215 - Professional Services, Unallowable

Non-Catalog Requisition (Standard)

L

Life Sciences

  • 55210 – Supplies Materials Laboratory
  • 55230 – Chemicals & Compressed Gases

SmartMart

L

Locksmith Services

  • Not Required

LBRE Work Request

View Rates and Fees

L

Lodging


see: Travel (domestic) , Travel (international)
L

Logo Items (Stanford)

  • 55110 – Supplies MTL Non-Cap EQ Office
  • 55180 – Promotional Materials Unallowable (for promotional activities)

SmartMart (Stanford Logo - Office Depot)

M
M Mailing Services
see: Bulk Mailing
  • 55310 – Postage or Mailing Services

Purchasing Card

M

Meals


see: Business Meals (local) , Business Meals (during travel)
M

Memberships and Dues


see: Dues and Subscriptions
M Moving Services (off campus)
  • 52260 – Employee Moving- Allowable
  • 52265 – Employee Moving- Unallowable

Purchasing Card

Non-Catalog Requisition (Standard)

M
Moving Services (on campus)
  • Not Required

Event Services Request

N
N

Newspaper Subscription

  • 52250 – Membership Dues Fees– Allowable (professional organizations)

Purchasing Card

O
O

Office Supplies

  • 55110 – Supplies MTL Non-Cap EQ Office

SmartMart

O

Optical

  • 55210 – Supplies Materials Laboratory

SmartMart

P
P

Parking Permit

  • 55120 – Supplies Other (commonly used for parking)

Purchasing Card
Purchase a Parking Permit

No Petty Cash

P

Performers


see: Entertainers
P

Pest Control

  • Not Required

LBRE Work Request

P

Photocopies (non-Stanford provider)

  • 54520 – Photocopy

Purchasing Card

P

Postage

  • 55310 – Postage or Mailing Services

Purchasing Card

Expense Requests (Non-PO Payment)

P

Postdoc/Non-Stanford Student Aid or Support


see: Aid/Support to Non-Stanford Student/Postdocs
P

Postdocs/Graduate Students


see: Aid/Support to Stanford Students/Postdocs
P

Printers (If leased, see Lease Equipment)

  • 55116 – Computers & Computing Devices (acquisition cost < $5,000)
  • 53160 – > $5,000 capital equipment (projectors, fax machines, copiers, etc)

SmartMart

P

Printing Publications

  • 54510 – Cost of Printing, Plate-Making, Press-Work, Binding

Purchasing Card

Non-Catalog Requisition (Standard)

P

Professional Services/Consultants


see: Consultants/Professional Services
R
R

Radioactives


see also: Research & Laboratory Safety (* Requires CRA number)
  • 55210 – Supplies Materials Laboratory

SmartMart (if available)

Non-Catalog Requisition (Standard Radioactive)

•  See How To
•  No Petty Cash
•  No Purchasing Cards

R

Real Estate Lease


see: Lease Real Estate
R

Recycled Paper

  • 55110 – Supplies MTL Non-Cap EQ Office

SmartMart

R

Recycling

  • Not Required

LBRE Work Request

R

Registration (conferences)

  • 52510 – Conference convention entry meeting fees

Non-local - Travel Card

Local - Purchasing Card

Expense Report - Expense Requests

R

Rent Equipment


see: Equipment Rental
R

Reprints

  • 54530 – Reprints of articles

Expense Requests (Non-PO Payment)

R

Royalties, Licenses

  • 56610 – General Royalties

Expense Requests (Non-PO Payment)

S
S

Server


see also: UIT Hardware Recommendations
  • 53120 – SU CAP COMPUTER EQUIP (acquisition cost > $5,000)

SmartMart Capital Equipment

•  See How To
•  Receiving required, see How To

S

Shipping and Handling


see: Customs Broker Fees , Postage
  • 55320 – Shipping, Handling, Cartage, Freight Services (non-capital)

    If part of capital equipment purchase, use capital equipment expenditure type for customs line item.

Shipping via FedEx Online at Stanford

S Software (media &amp; licenses)
  • 55410 – Computer Software Programs

SmartMart

S

Software Maintenance Agreements

  • 55420 – Software Maintenance Agreements

Non-Catalog Requisition (Standard)

S Speakers (speakers for hire – not honoraria)
  • 54230 – Other Professional Services- Allowable (not for legal or accounting services)

Non-Catalog Requisition (Standard)

S

Staffing Services


see: Temporary Labor
S STAP
  • 51891 – To be used only with STAP PTA (1089542-8-AAPAA)

Purchasing Card

Expense Requests (Expense Report)

Expense Requests (Non-PO Payment)
 

S

Subaward Contracts

  • 54710 – Line One on Req for first $25,000
  • 54720 – (Not Subject to IDC) Line Two on Req for anything over first $25,000

Non-Catalog Requisition (Standard Subaward)

See step-by-step demonstration on DoResearch web site (scroll down, click the play icon at the bottom left of the image; length: 18:36)

S

Subscriptions

  • 55130 – Non-Library Books

SmartMart

Purchasing Card

T
T
Tables and Chairs (rental)
  • Not Required

Event Services Request

T

Tablets (Galaxy, iPad, Xoom) &lt; $5,000

  • 55116 – Computers & Computing Devices (acquisition cost < $5,000)

SmartMart

T

Technical Services

  • 54360 – Technical Services

Non-Catalog Requisition (Standard)

T

Telecommunication Services


see: Cell Phone/PDA/Tablet (device) , Cell Phone/PDA/Tablet (service plan)
T Temporary Labor
  • 54330 – Temporary Services

Hiring Temporary Workers

CardinalTemps

T

Temporary Living Expenses


see also: See Administrative Guide
  • 52260 – Employee Moving- Allowable
  • 52265 – Employee Moving- Unallowable

Non-Catalog Requisition (Standard)

Expense Requests (Expense Report – Relocation)

T

Toner

  • 55110 – Supplies MTL Non-Cap EQ Office

SmartMart

T

Training and Seminars

  • 52510 – Conference convention entry meeting fees

Non-local - Travel Card

Local - Purchasing Card

Expense Requests (Expense Report – reimbursement to employee, or Non-PO Payment – direct payment to provider)
 

T

Transportation


see: Parking Permit
T Travel (domestic)
  • 52410 – Domestic Travel- Allowable
  • 52415 – Domestic Travel- Unallowable
  • Travel Card (TCard)
  • Expense Requests (Expense Report)

No Purchasing Cards for any travel-related expenditures 

T

Travel (fundraising)

  • 52430 – Fundraising Travel- Unallowable

Travel Card

Expense Requests (Expense Report)

No Purchasing Cards for any travel-related expenditures

T

Travel (international)


see also: International Travel
  • 52420 – Foreign Travel- Allowable
  • 52425 – Foreign Travel- Unallowable

Travel Card (TCard)

Expense Requests (Expense Report)

No Purchasing Cards for any travel-related expenditures

T

Travel (non-Stanford employee)

  • 52445 – Travel Non-SU Employee

Travel Card

Expense Requests (Expense Report – Non-SU Payee / Visitor Reimbursement)

Expense Requests (Non-PO Payment)

No Purchasing Cards for any travel-related expenditures

T

Travel-related Charges (phone calls, faxes, parking, Internet)

  • 52410 – Domestic Travel- Allowable
  • 52420 – Foreign Travel- Allowable

Travel Card (TCard)

Expense Requests (Expense Report)

No Purchasing Cards for any travel-related expenditures

U
U

Undergraduate Students, Aid/Support


see also: Administering Postdoc Fellowship Pay
  • Not Required

Contact Financial Aid Office

V
V

Vehicle Repair and Maintenance

  • 53515 – Vehicle repair and maintenance (Repair of Stanford-owned vehicles)

Non-Catalog Requisition (Standard)

V
Video Equipment and Services
  • 58510 – Interdepartmental Charges to or from Other Department

iJournals

W
W

Water (bottled) Services

  • 52355 – Food or Local Business Meals

Provide PTA – Contact Steve Lee for new account setup.