The following table lists various Commodities, products and services procured regularly by the University.
Download the Commodity Table (revised 11/2020)
| 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). | Tan 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. | Bold Italics text |
| Items that may not be paid for using University funds, under any circumstances. | BOLD ITALICS 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 svcs, 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 |
|
| 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 | |
| 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 | |
| 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 | |