Examples of Expenses
Below are examples of authorized and unauthorized transactions, which are reviewed during training classes. The purchasing card cannot be used for items listed on the unauthorized transactions list. If you have any questions, please contact the ProCard Office before purchasing.
Authorized Transactions
- Memberships and organization dues*
- Subscriptions – To a business address / Annual Only / includes software subscriptions*
- Conference registrations (all ECU Travel policies apply)*
- Publications*
- Interlibrary Loans
- Postage and stamps (small quantities)
- Express shipping & freight (NOT for shipments being picked up by a courier)
- Advertising
- Certifications* * Required to be paid on ProCard (some exceptions apply)
- Licenses such as nurses, doctors, etc.
- Office and lab supplies and equipment
- Software, accessories and peripherals (No software allowed from Student Store)
- Other State contract items purchased through State contract vendors
- Air, bus and train fares (additional approval required)
- Promotional items with approval from funding source and logo review, as required. http://www.ecu.edu/cs-admin/mktg/logo_review.cfm
- Student groups – contact usMemberships and Organization dues*
Unauthorized Transactions
- NO purchases for personal use
- NO purchases over designated spending limits
- NO split ticket purchases to circumvent the single purchase limit
- NO animals
- NO weapons and ammunition
- NO purchases from pawn shops
- NO controlled substances (Drugs, Alcohol, Fireworks)
- NO Radioactive Materials
- NO payments to individuals, consultants or employees
- (Vendor must provide a FEIN number versus a SSN)
- NO purchases from University storerooms (must go through PORT)
- NO travel (lodging, gas, food/meals, car rentals, trip protection/insurance, seat charges, business/first class, early check-in, taxis, tours, additional functions). If you work with student groups, please contact the ProCard office.
- NO entertainment
- NO Cash Advances
- NO Gifts / Contributions / Flowers / Cards / Holiday items / Faculty or Staff Parties
- NO Gift Cards, Incentives or Prize Purchases without prior approval per the "Gift Cards, Incentives and Prize Purchases" procedure found at http://www.ecu.edu/purchasing/
- NO purchases with Foundation funds unless preapproved, in writing, by the Foundation Office and the ProCard office. This approval will need to be attached to your statement.
- NO maintenance contracts / agreements (nothing you have to sign)
- NO computers or laptops
- NO payments to Parking & Transportation
- NO payments to ECU (Use IDT) – Except Dowdy Student Stores
- No payments that involve making changes to facilities.
- NO food, such as meals, restaurants, caterers, fast food vendors, etc. Approved food from grocery stores require a legit business purpose, itemized receipt, flier/meeting announcement and list of attendees.
- No beverages other than Coca-Cola products in small quantities. Coke has the exclusive rights on campus.
