Procure-to-Pay Decision Matrix

Learn more about the procure-to-pay payment options

The Procure-to-Pay Decision Matrix guides University faculty and staff in determining the appropriate method of payment for common, routine purchases as well as business travel and entertainment expenses.

• All contracts and agreements must be approved through IPPS Business Contracts. Departments are not authorized to sign agreements.
• Out-of-pocket purchases are not the preferred method of payment and should only be used in an emergency.

Definitions

The Procurement Card and Oracle are the primary methods of making common, routine purchases.

• Procurement Card (P-Card): UC San Diego’s Visa® procurement card for low dollar purchases that do not require a purchase order or signed contract and cannot be purchased with a contracted supplier; transactions are processed online in Concur (support Portal)
• Oracle: Application for purchasing goods and services that require a contract or purchase order

The following methods are more appropriate for specialized purchases, business travel, and entertainment expenses.

• Services & Support for Non-PO Payments: Application for requesting direct payment to vendors and non-employee individuals that do not require a purchase order (and not related to business travel nor events)
• Concur: Application for processing University Card & Payment Product Requests (i.e. Procurement Card, Travel & Entertainment Card, Vanilla Visa Gift Cards), business travel expenses, and business meetings/entertainment expenses; Travel & Entertainment (T&E) Card transactions are processed online in Concur (support Portal)
• Special Method: Requires a specific ordering and payment process; review any links provided and contact the respective department/central office team (e.g. Procurement Card, Strategic Procurement, Logistics) for exception approval or instruction 

The IPPS Payment System Decision Tree has been created as a companion guide to the decision matrix. The Payment System Decision Tree should be used in tandem with the Common Purchases table below to determine the appropriate system to process your purchase.

P: Preferred Method

A: Allowed method when the preferred method is not available

E: Allowed as an exception with prior approval

X: Special Method

Common Purchases