Procurement Services

Commodities Table

The following table lists various Commodities, products and services procured regularly by the University.

Items that may be paid for using the FlexCard with no restrictions other than observing the $5,000 per transaction limit. Green Shading
Items that may be paid for using the FlexCard, if certain conditions are met (for example, retirement gifts or flowers for bereavement). Yellow Shading
Items that may not be paid for using the FlexCard are left unshaded. The correct method of procurement and/or payment is provided, including policy references where applicable. Red Bold text
Items that may not be paid for using University funds, under any circumstances. RED BOLD ALL CAPS text
Commodity FC? If No, Correct Method; if YES with Restrictions, Correct Process/Form Policy Reference
Independent Contractors for Services No Per CA law, likely an employee. Check with HR or contracts@bfs.ucsb.edu  AB5

Covered Services: janitorial, groundskeeping, security services, laundry of UC-owned items, billing/coding, transportation/parking svs, sterile processing, hospital or nursing assistant services, medical imaging or other medical technician services.

No

Per Regents Policy 5402, employees must perform this work. Check with HR or contracts@bfs.ucsb.edu

5402

Advertisements (Newspaper, Magazine, Radio, Internet) Yes    
Airfare No Corporate Card Travel/ Entertainment Process BUS G-28
Alcohol (Ethyl) Yes Requires Gateway Purchase Order. Use FlexCard Authorization Form in Gateway.  
Alcohol (Spirits) No Corporate Card Travel/ Entertainment Process BUS-79
Amazon Prime Membership No Use Gateway PunchOut  
Animals Yes Purchasing Department  (Vivarium Approval) Gateway PO Required. Use FlexCard Authorization form. Choose "Restricted" commodity.  
Artwork (Public/ Reception Areas ONLY) Yes    
Artwork (Employee's Work Space) NO NOT ALLOWED UNDER ANY CIRCUMSTANCES  
Athletic Supplies and Apparel Yes    
Audio/ Visual Equipment Yes    
Automatic External Defibrillator Yes Purchasing Department  (EH&S Approval) Use FlexCard Authorization  Form through Gateway. Choose "Restricted" commodity.  
Awards Yes $400 Maximum.  FlexCard Non-Cash Awards Approval Form required. BUS G-41
BUS G-42
Books Yes    
Bottled Water Yes    
Business Cards Yes    
Cable and Satellite Television Services Yes    
Carpet Cleaning No Facilities Management  
Carpets and Floor Coverings No Design & Construction Services  
Cash Advances No Corporate Card Travel/ Entertainment Process BUS G-28
Catering Services No UCEN Dining Services/ EH&S Catering Guidelines  
Cell Phones and Cellular Services Yes    
Charters (Boats, Bus, Air, Limo, Shuttle, etc.) No Gateway  
Chemicals (Hazardous) Yes Purchasing Department  (EH&S Approval) Required. Use FlexCard Authorization form and choose "Restricted".  
Chemicals (Non-Hazardous) Yes    

Classroom Supplies and Equipment

Yes    
Cleaning Supplies and Equipment Yes    
Controlled Substances Yes Purchasing Department  (EH&S Approval) Required. Use FlexCard Authorization form and choose "Restricted".  
Copiers (Purchase and Monthly Maintenance Charges) Yes Gateway Purchase Order required. Use FlexCard Authorization Form in Gateway.  
Donations NO EXCEPT FOR BEREAVEMENT: SEE "SYMPATHY" BELOW.  
eBay Yes (Buy Now function ONLY - No Bidding or Auctions without prior Purchasing Department approval.)  "Buyer Beware" - refunds may be difficult to obtain.  
Employment Services Yes Approved Campus Contract Vendors Only  
Entertainment No Corporate Card Travel/ Entertainment Process BUS-79
Equipment, Non-Inventorial Yes    
Equipment, Inventorial Yes Gateway Purchase Order required. Use FlexCard Authorization Form in Gateway.  
Event Rentals Yes    
Extermination Services No Facilities Management  
Fabrication Items Yes    
Facility Repairs or Renovations (Carpentry, Painting, Electrical, etc.) No Facilities Management  
Firearms, Ammunition and Explosives Yes Gateway Purchase Order required. Use FlexCard Authorization form in Gateway.  
Federally funded purchases Maybe Under $10k is ok, but over $10k must be on a regular Gateway order  
Flowers
(Bereavement, Recognition Gifts to Employees)
Yes $75 Maximum.  FlexCard Non-Cash Awards Approval Form required.  
Flowers (Public/Reception/Event Decorations) Yes    
Flowers (Employee's Work Space) NO NOT ALLOWED UNDER ANY CIRCUMSTANCES  
Food, Beverages and Snacks (Business Meetings, Receptions) No Corporate Card Travel/ Entertainment Process BUS-79
Furniture Yes    
Gasoline (Travel-Related) No Corporate Card Travel/ Entertainment Process BUS G-28
Goods, Services and Appliances for Employee Personal Use (Coffee, Coffee Pots, Toasters, Refrigerators, Microwaves, etc.) NO NOT ALLOWED UNDER ANY CIRCUMSTANCES  
Hotels, Motels, Lodgings No Corporate Card Travel/ Entertainment Process

BUS-79

Insecticides, Pesticides, Fungicides, Herbicides No Facilities Management  
Insurance Yes EH&S / Risk Management Approval Required.  Use FlexCard Authorization Form in Gateway and choose "Restricted."  
Janitorial Services No Facilities Management (also see second item from top)  
Lease of Equipment Yes Purchase Order required. Use FlexCard Authorization Form in Gateway  
Meals No Corporate Card Travel/ Entertainment Process BUS G-28
Memberships, Professional Yes FlexCard Membership Approval Form Required BUS G-43
Moving Services (Office and Lab) No Gateway  BUS-43
BUS G-13
Moving Services (Household) No Relocation process BUS G-13
Newspaper Delivery Service (Including Online) Yes    
Non-Controlled Substances Yes    
Office Supplies Yes    
Parking Expenses Related to Business Travel No Corporate Card Travel/ Entertainment Process BUS G-28
Parking for Campus Visitors No Direct Reimbursement to Visitor BUS G-28
Paypal Yes "Buyer Beware" - refunds may be difficult  
Periodicals and Publications Yes    
Photographic Equipment, Processing and Supplies Yes    
Plants (Public/ Reception Areas ONLY) Yes    
Plants (Employee's Work Space) NO NOT ALLOWED UNDER ANY CIRCUMSTANCES  
Postage Stamps Yes    
Printers and Supplies Yes    
Printing Services Yes    
Propane Gas Yes Purchasing Department (EH&S Approval). Use FlexCard Authorization Form in Gateway  
Publications Yes    
Purchase Order (FlexCard - F000000NNNNN). Yes If purchase exceeds card per transaction limit, use FlexCard Authorization Form in Gateway.  Once PO number assigned, card limit temporarily increased.  PO number MUST be entered into Allocation Module.  
Purchase Order (Gateway - GW0000NNNNNN). Yes If wishing to pay "regular" Gateway purchase order (PO generated not using FlexCard Authorization Form), OK subject to following conditions:
1.  No previous payments via check or direct deposit (all payments must be via FlexCard);
2.  PO must be closed in Gateway via request sent to Helpdesk.
 
Purchases (Goods OR Services) requiring of a CONTRACT Yes The following conditions apply:
1.  Contract must be completed and signed by the Contracts Office PRIOR TO PAYMENT
2.  Payments must be in accordance with contract terms and conditions
3.  PO must be closed in Gateway via request sent to Helpdesk
 
Radioactive Materials Yes Purchasing Department  (EH&S Approval) Required. Use FlexCard Authorization form and choose "Restricted". BUS 43
Recognition Gifts (Employees, including Student Workers) Yes $75 Maximum.  FlexCard Non-Cash Awards Approval Form required. BUS G-41
Recognition Gifts (Non-Employees) Yes $600 Maximum.  FlexCard Non-Cash Awards Approval Form Required. BUS G-42
Registration Fees for Conferences / Seminars (Even if held in Santa Barbara or On-Campus) No Corporate Card Travel/ Entertainment Process BUS G-28
Registration Fees for Webinars Yes Must not include any travel  
Reprints of Journal Articles Yes    
Retirement Gifts Yes $400 Maximum.  FlexCard Non-Cash Awards Approval Form required. BUS G-41
Security/Surveillance Cameras Yes Gateway - be sure to Ad Hoc in Procurement; several departments have to approve these  
Storage Containers/Units, On-Site Yes Purchasing Department approval required. Use FlexCard Authorization Form in Gateway and choose "Restricted Commodity"  
Storage Unit Rentals, Off-Site Yes    
Subscriptions Yes    
Sympathy Gifts (Employees and Non-Employees) Yes $75 Maximum employees / $200 Maximum non-employees / $200 Maximum contribution to charity.  FlexCard Non-Cash Awards Approval Form required. BUS G-41
BUS G-42
Teaching Supplies Yes    
TRANSACTIONS WITH UC EMPLOYEES OR NEAR RELATIVES OF UC EMPLOYEES NO NOT ALLOWED: CONFLICT OF INTEREST BUS-43
Tickets, Entertainment or Business-Related Functions No Corporate Card Travel / Entertainment Process

BUS G-41 BUS-79

Travel Expenses No Corporate Card Travel / Entertainment Process BUS G-28
UCEN Bookstore No    
Vehicle Rental (Business Travel, Field Trips) No Corporate Card Travel / Entertainment Process BUS-79
Waste Management Services No Facilities Management  
Window Blinds/Drapes/RollerShades (new or repairs) No Design & Construction Services  

 

Download the Commodity Table (revised 11/2020)