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

SmartMart

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

Program information on Cardinal at Work

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

 

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

SmartMart Contracts

If contract required, must go through SmartMart Contracts,

Create in SmartMart Contracts, refer to Submit a Contract Request.

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
     

SmartMart Contracts

If contract required, must go through SmartMart Contracts,

Create in SmartMart Contracts, refer to Submit a Contract Request.

C

Controlled Substance

  • 55210 – Supplies Materials Laboratory

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

C

Copier/Printer (lease)


see also: Printers (If leased, see Lease Equipment)

(If leased, see Lease Equipment)

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: JAS (formerly TIGERS)

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


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

SmartMart Contracts

Create in SmartMart Contracts, refer to Submit a Contract Request.

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)

If contract required, must go through SmartMart Contracts, Create in SmartMart Contracts, refer to Submit a Contract Request.

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 Financials 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 & 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 < $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 > $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

SmartMart Contracts

Create in SmartMart Contracts, refer to Submit a Contract Request.

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

SmartMart Contracts

Create in SmartMart Contracts, refer to Submit a Contract Request.

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 Contracts

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 & 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)

View a PowerPoint step-by-step presentation.

View Subaward Resources section on the ORA website.

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) < $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 (Digital Payment)

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.