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Common Purchases and Restrictions

See a list of routine items you can buy with the Procurement Card and restricted purchases.

Instructor Led Training

The Procurement Card Team is offering virtual instructor led zoom training for Concur every other Tuesday from 1:30p.m. - 4:00p.m. You can register and get access to the zoom link by logging into UC learning, searching for University Procurement Card Program, and clicking "register". We currently have dates available through December 2021.

We also provide office hours for individual questions every Monday from 1:00p.m.-2:00p.m & Wednesday from 9:00a.m.-10:00a.m. Please visit this link: https://blink.ucsd.edu/finance/resources-training/calendar-schedules/office-hours-support.html Scroll down to Procure to Pay & Travel and Expense and click to the right, Zoom Link.                    

For a broader view of different payment options the University offers and their different uses, please view the Alternatives page. Here you can get detailed information about other alternatives to Out-Of-Pocket expenses: the Travel & Expense Card, Oracle Procurement, and Amazon Business. 

You can use your Procurement Card to obtain a wide range of goods and services for your department. However, some goods and services cannot be purchased using the card due to funding or policy restrictions. The Procurement Card, UCSD's procurement card, is the partner tool to Oracle and provides departments a way to purchase and pay for routine, low-dollar products and services from suppliers that are not part of Oracle Procurement and other on-campus retailers. See a list of common routine items you can buy with the Procurement and restricted purchases. 

Common Purchases

  • Abstracts
  • Advertisements
  • Audiovisual supplies materials
  • Books, CDs, DVDs
  • Bottled water delivery
  • Break room appliance & supplies
  • Cell phone purchase with the service plan billed through ITS
    • The Procurement Card can also be used to purchase a UCSD business cell phone through an outside vendor; however, the service plan for the phone must be billed to UCSD.
  • Certification fees
  • Classroom supplies
  • Cleaning supplies
  • Cloud services
  • Copy services
  • Employee clothing/uniform
  • Computer - desktop, laptop, peripheral
  • Delivery fees
  • Equipment < $4,999 without a signed agreement
  • Film processing
  • Food for student only programmatic activities
  • Gasoline for UC owned vehicles when it is not possible to refuel on campus
  • Instructional supplies
  • International purchases that do not have to be routed through U. S. Customs
  • International purchase without duty papers
  • Journals - print and online
  • Laboratory supplies
  • Magazines/Newspapers
  • Marketing materials
  • Memberships fees
  • Newspaper delivery (including online)
  • Office supplies
  • Online training
  • Periodicals
  • Photographic prints, processing and supplies
  • Printing services
  • Promotional materials
  • Professional or technical organization dues
  • Publications
  • Registration - conference or seminar without travel
  • Reprints
  • Research supplies
  • Shipping
  • Software - off the shelf & digital, no signed license agreement
  • Subscriptions for periodicals
  • Teaching supplies
  • Utilities - campus related, cannot be for individual use purposes

Restricted items

Certain items, regardless of their value,may not be purchased with a Procurement Card. The table below lists the most common items (and is not limited to) along with alternative ways to obtain them. Alternate payment methods do not reflect Procurement Card policy. Please refer to policies in place by each alternate payment method.

Restricted from Procurement Card Alternate payment method
Goods or services in excess of $4,999

Place your order on Oracle. To access Oracle Procurement, go to the Business Tools on Blink.

Note: Any attempt to avoid the High Value process by artificially dividing purchases into individual orders less than $4,999 is prohibited and subject to suspension of cardholder privileges

Catering including alcohol and\or bar service for a meeting or hosted event

For an entertainment event, see
Meeting and Entertainment: Overview

To use UCSD Catering Services, see
Recharging UCSD Catering

Conference Registration Use your Procurement Card to prepay conference registration in the following situations:
  • When no additional travel expenses will be incurred (i.e., parking, mileage, meals, etc.); or
  • The registration does not include any additional items in the cost such as lodging
  • When the attendee is a non-UCSD employee and the registration fee can only be made online

Use the T&E Card for all other scenarios

Consultant, independent contracting, professional and personal services

Refer to Independent Contractors/ Consultants. 

Place your order on Oracle using the one of the services request forms. To access Oracle Procurement, go to the Business Tools on Blink. 

Refer to the Request Forms for assistance in determining which form is best suited for your purchase

Contributions/Donations See Gifts and Awards: Gifts for Non-Employees
Controlled substances, regardless of cost See Ordering Controlled Substances
Equipment repairs on equipment not owned by the University

Place your order on Oracle. To access Oracle Procurement, go to the Business Tools on Blink.

Equipment:

  • Inventorial
  • Rental
  • Straight lease
  • Fabrication with a purchase value in excess of $4,999 total

See Ways to Acquire Inventorial Equipment and How to Handle a Fabrication for more information

Place your order on Oracle. To access Oracle Procurement, go to the Business Tools on Blink.

Export Restricted Items and Foreign purchases that require duty papers or are shipped FOB Origin

Place your order on Oracle using one of the request forms. To access Oracle Procurement, go to the Business Tools on Blink. Orders must be reviewed by Export Control to ensure the proper technology control plan or export licenses. 

Refer to the Request Forms  for assistance in determining which form is best suited for your purchase

Facilities Management Services:
  • Building alterations, maintenance & repairs
  • Lock & key services
  • Landscaping
See How to Request Facilities Management Services
Gasoline or diesel fuel

For mileage incurred and not incurred while on travel status, request reimbursement through Concur.

Note: The Procurement Card cannot be used to buy gasoline in lieu of mileage. Gasoline for UC owned vehicles is allowed when it is not possible to refuel on campus.

Gifts and awards

Gifts and awards including but not limited to:

  • Donor gifts
  • Gifts
  • Gift Cards
  • Gift Certificates
  • Greeting Cards
  • Flowers
  • Plaques
  • Prizes
  • Raffles
  • Tickets
  • Volunteer Gifts

See Gifts and Awards for alternative payment options. 

Please see our FAQ page for a full list of all prohibited gifts and awards.

Gift Cards Should never be purchased on the Procurement Card. See Gifts and Awards
Goods or services from any officer or employee of the university or from a near relative of any officer or employee See Employee-Vendor Relationships
Meeting or Entertainment expenses See Entertainment
Parking Expenses Parking tickets, fees, or toll road costs are not allowed under any circumstances
Personal purchases Personal purchases are not allowed under any circumstances
Postage All purchases of postage stamps from the U.S. Postal Service must be obtained through UCSD Mail Services.
Radioactive materials (regardless of cost) Refer to Buying Radioactive Materials.

Place your order on Oracle. To access Oracle Procurement, go to the Business Tools on Blink.

Recharge available goods and services:

  • Animal Care
  • Bookstore
  • Catering Services
  • Facilities Management
  • Imprints
  • Mail Services
  • Self-store
See Recharge to find departments on campus that provide goods and services through the recharge process.

Restricted Goods/Services:

  • Alcohol for ships operations or specialized inventory
  • Chartering of boats, buses, planes, shuttles, etc.
  • Firearms, explosives, ammunition
  • Precious metals
  • Outside vehicle rentals or purchases
Place your order on Oracle using one of the request forms. To access Oracle Procurement, go to the Business Tools on Blink.

Refer to the Request Forms for assistance in determining which form is best suited for your purchase

Rideshare/ Car Service

 UBER, Taxi, Shuttle Service, Limousine Service, Private Car Service etc.

LYFT- Refer to https://blink.ucsd.edu/travel/partners/lyft/index.html allowable exception for LYFT Events & LYFT Concierge

Sponsorships See Payment Requests
Subcontracts, sub-awards, or agreements involving sponsored projects See Subawards
Supplier Contract (DO NOT SIGN A SUPPLIER CONTRACT), including maintenance or service agreements. See Signing Contracts and Agreements. Place your order on Oracle using one of the request forms. 

Refer to the Request Forms for assistance in determining which form is best suited for your purchase

See Listing of Commodities by Procurement Teams for Professional Buyer contact information. 

Vehicle rentals, leases, or purchases

See Vehicle Services

Place your order on Oracle one of the request forms. To access Oracle Procurement, go to the Business Tools on Blink.  

Refer to the Request Forms for assistance in determining which form is best suited for your purchase

 

Allowable Exceptions

The Procurement Card team can provide certain exceptions with prior approval. To request an exception please submit a case within the UC San Diego Services & Support portal, with a descriptive business purpose and why the preferred method was not used or is not available.

  • Flower Arrangement: Décor for University function
  • Gasoline - UC vehicle
  • Postage - Off campus usage
  • Rentals - No contract required (Conference booths that do not include sponsorship, equipment, location space)
  • Software - Requiring signed license agreement
  • Items shipped to a home address while working remotely due to COVID-19
    • As of now we are making exceptions to have goods delivered to a home address. At this time we are requiring the cardholder and Department Administrator (DA) or the MSO or Department Business Officer to digitally sign the Authorization Form to: Temporarily Allow Goods to be Shipped to a Home Address. You will need to submit this Authorization form to the Procurement Card team for approval via the UC San Diego Services and Support Portal. Once you have received approval the cardholder may use their home address to have items shipped to them.
    • Ensure that at the time of uploading receipts in Concur, the UC San Diego Services & Support case number is referenced in the comments section of the expense in Concur for every transaction in which goods are shipped to a home address. The signed form does not need to be uploaded in Concur.
    • Please note that if you are ordering items on your own Procurement card on behalf of someone else and the items need to be shipped to that person's address, the form only needs to be completed by the Procurement Card cardholder and NOT the person receiveing the  items. 

Find answers, request services, or get help from our team at the UC San Diego Services & Support portal.