Procurement Matrix

Materials and Services

The following matrix has been developed to assist departmental end-users in identifying the appropriate order method for materials and services.

Definitions

  • STD PO: PO created for every order, Invoice paid against PO
  • Blanket PO: PO created at FY start indicating estimated volume, Invoices paid against PO
  • CR Vendor: Payment made to vendor via Check request w/attached invoices.
  • CR Employee Reimbursement: Payment made to employee via reimbursement form and invoices.
Codes
Descriptions
PO
CR
    STD Blanket Vendor Emp. Reimb.
3108 LEGAL SERVICES - Includes external attorneys or law firms    
x
 
3110 CONSULTANTS - ADMINISTRATIVE - Payments for services of an administrative nature. Social Security number of Federal I.D. number
 
 
x
 
3112 CONSULTANTS - ACADEMIC - Payments for services of an academic nature. Social Security number or Federal I.D. number required.
 
 
x
 
3114 OTHER CONTRACTUAL SERVICES - Mailing services, calligraphers, referees, etc…
 
 
x
 
3115 ACCREDITATION FEES
x
     
3117 TEMPORARY AGENCY WORKERS - Charges from outside agencies    
x
 
3210 EQUIPMENT RENTAL - Costs of rented or leased equipment; not purchases through capital financing leases.  
x
x
 
3220 BUS/ FIELD TRIP EXPENSE - Bus rentals and field trip expense, primarily University School
x
     
3260 SUPPLIES - JANITORIAL
x
x
   
3261 SUPPLIES - CLASSROOM - Workbooks, books, etc…
x
     
3262 SUPPLIES - LABORATORY - Test tubes, beakers, etc…
x
     
3263 SUPPLIES - MAINTENANCE - Repair materials & tools    
x
 
3266 SUPPLIES - OFFICE - Pens, pencils, staples, ribbons, etc…
x
     
3267 SUPPLIES - COMPUTER - Ribbons, discs, printer supplies, cables for computers, monitors & printers, etc…
x
     
3268 SUPPLIES - AUDIO / VISUAL - Film, flash bulbs, etc…
x
     
3269 SUPPLIES - STUDENT TESTING - Revenue from student testing is 0119
x
     
3270 SUPPLIES - ATHLETIC
x
     
3271 SUPPIES - ART
x
     
3272 SUPPLIES - COMMENCEMENT
x
     
3273 SUPPLIES - GIFTED
x
     
3274 SUPPLIES - GUIDANCE
x
     
3275 SUPPLIES - MEDIA
x
     
3276 SUPPLIES - MUSIC
x
     
3277 SUPPLIES - PAPER- All paper supplies (copier paper, computer, bond, multi-purpose)
x
     
3278 SUPPLIES - PERFORMING ARTS
x
     
3279 SUPPLIES - PHYSICAL EDUCATION
x
     
3280 SUPPLIES - YEARBOOK
x
     
3281 SUPPLIES - FOOD EXPENSE
x
     
3282 SUPPLIES - MEDICAL - Other than drugs or chemicals
x
x
   
3283 SUPPLIES - DRUGS & CHEMICALS
x
x
   
3284 SUPPLIES - OPTOMETRIC
x
x
   
3285 SUPPLIES - PHOTOCOPYING -Toner, developer, etc…
x
     
3286 SUPPLIES - CHINA/ GLASS - Food service related
x
     
3287 SUPPLIES - DENTAL
x
x
   
3410 PHYSICAL PLANT MOVING EXPENSE - Office relocation charge    
x
 
3430 BLDG CONTRACTS - REPAIRS / MAINTENANCE - Outside vendors' charges for building repairs including elevator maintenance. (Equipment repairs & maintenance are 3432)
x
     
3431 SECURITY/ CLEANING CONTRACTS - Outside vendors' charges
x
x
   
3432 EQUIPMENT SERVICE/ REPAIR - Includes hardware maintenance  
x
x
 
3435 UNIFORM / LAUNDRY SERVICE - Cleaning expense
x
x
   
3440 VEHICLE OPERATION EXPENSE - Utility cost
x
     
3450 ELECTRICITY EXPENSE - Utility cost  
x
   
3460 GAS/ OIL BUILDING EXPENSE - Utility cost  
x
   
3470 WATER / SEWER EXPENSE - Utility cost. (Water cooler expenses are 3266)  
x
   
3480 REFUSE REMOVAL EXPENSE  
x
   
3490 OFFICE/ DOCKAGE RENTAL EXPENSE  
x
   
3492 CLASSROOM RENTAL EXPENSE  
x
   
3498 STUDENT CLINIC EXPENSE - Health Professions use only        
3510 PHONE/ FAX - Actual costs of local and long-distance telephone services, telephone installation/ relocation, telegraph, and fax  
x
   
3512 800 TOLL FREE LINE - Charges for incoming calls  
x
   
3530 POSTAGE/ FREIGHT EXPENSE - Postage, meter rental, post office box rentals, separately invoiced freight, delivery services, etc…        
3551 PRINTING - OUTSIDE - Work done by outside vendors (which requires prior approval by Publications Office)
x
x
   
3570 MARKETING- RELATED ADVERTISING - Charges for magazine and newspaper ads, radio and TV commericals promoting NSU's programs or events.
x
x
   
3571 NON-MARKETING ADVERTISING - All advertising costs unrelated to marketing, such as personnel ads.
x
     
3713 TAXES & LICENSES - As needed in various states.    
x
 
3714 DOCUMENTARY STAMPS / BANK SERVICE CHARGES    
x
 
3730 INSURANCE - Property & casualty insurance premiums.    
x
 
3732 OTHER NETWORK EXPENSES - Computer network services from outside.
x
     
4150 PROFESSIONAL DEVELOPMENT TRAVEL - Costs for attending conferences, including transportation, meals, lodging    
x
x
4160 ADMINISTRATION TRAVEL - Examples: site reviews, resolution of financial aid issues, interviews for prospective employees    
x
x
4165 RECRUITMENT TRAVEL - Travel related to enrollment, such as attending a high school's college night.    
x
x
4175 INSTRUCTIONAL TRAVEL - Expenses of persons authorized to travel at NSU's expense when delivering instruction.    
x
x
4330 ENTERTAINMENT EXPENSE - Meals, receptions, and similar events organized by Human Resources; executive meals by oficers and deans with outside consultants and others.
x
   
x
4360 DUES & MEMBERSHIPS - Institutional & individual memberships in relevant professional and community organizations and subscriptions.
x
     
4365 ORIENTATION EXPENSE - Health Professions use only.    
x
 
4380 PROMOTION / BANQUETS EXPENSE - Marketing & development events like receptions with prospective students, parties for prospective donors, and meal costs for summer institutes.
x
     
5750 MINOR EQUIPMENT UNDER $1,000 - Furniture & fixtures not capiitalized, including computer equipment.
x
     
5758 COMPUTER SOFTWARE - Purchase of computer software programs for pc's & mainframe computer software. Also, software maintenance contracts.
x
     
5760 SPONSOR'S RESEARCH EQUIPMENT - For contracts & grants only; purchases shere title does not pass to NSU.
x
     
6340 PURCHASES FOR RESALE - Books, workbooks, alumni items, etc… purchases for resale. Credit sales to 0974
x
     
9000 CAPITAL EXPENSE - BUILDINGS - Used in Plant Fund Accounts only. All acquisition costs: Architects' fees, drawings, blueprints, construction contracts, etc…, major repairs/ renovations. Installation of equipment permanently attached to a building.
x
x
   
9010 CAPITAL EXPENSE - FURNITURE & FIXTURES - Purchases for individual items over $1,000 each, such as educational/ classroom equipment, office furniture/ equipment, and maintenance equipment.
x
     
9020 CAPITAL EXPENSE - LIBRARY BOOKS - Materials to be cataloged by the libraries. Not for materials sold or given to students, 6340, or department use, 3266
x
x
   
9022 CAPITAL EXPENSE - LIBRARY - CD ROM - Library use only
x
x
   
9024 CAPITAL EXPENSE - LIBRARY REPLACEMENTS - Library use onl
x
x
   
9030 CAPITAL EXPENSE - SUBSCRIPTIONS - Library use only. For departmental subscriptions, use 3266.
x
x
   
9040 CAPITAL EXPENSE - BINDING - Library use only.
x
x
   
9050 CAPITAL EXPENSE - LAND IMPROVEMENTS- Cost of site development, parking lots, sidewalks, outdoor lighting, utility systems, etc…
x
     
9060 CAPITAL EXPENSE - LAND - Cost of land        
9070 CAPITAL EXPENSE - AIR CONDITIONING EQUIPMENT - Air conditioning equipment with a unit value over $1,000.
x
     
9080 CAPITAL EXPENSE - COMPUTER EQUIPMENT - All computer equipment with a unit value of $1,000 or more, such as monitors, printers, cpu's, etc…
x