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This guide represents commonly purchased goods and services, best purchasing methods and related expenditure types. It is not a complete list. Please consult your department for department-specific expenditure types. See also Commonly Used Expenditure Types and their definitions.

Note:  To ensure that expenditures are properly coded to include or exclude from indirect cost calculations, please consult the Proper Coding of Allowable and Unallowable University Expenditures.

Contact Financial Management Services (FMS) Communications with suggested updates to this Guide.

A B C D E F G H I  J   K  L M N O P  Q  R S T U V W  X   Y   Z 

Legend:     Stanford Services  Internal Stanford supplier     Caution - See policy before proceed  Need to know before you proceed

Learn more about SmartMart, Non-Catalog Requisitions, Purchasing Card, Travel Card and iOU.

Product / Service Expenditure Type Best Purchasing Method
A
 
Aid / Support to Stanford Students / Post Docs
Caution - See also: Payments to Scholars, Residents, Fellowssee also: Payments to Scholars, Residents, Fellows
Not Required

Graduate Financial Support System (GFS) Graduates

Contact Financial Aid Office (Undergraduates)
Aid / Support to Non-Stanford Student / Post Doc
Caution - See also: Payments to Scholars, Residents, Fellowssee also: Payments to Scholars, Residents, Fellows
Not Required SU-21 Form
Airfare
(See Travel for Domestic and International)
   
Alcoholic Beverages / Alcohol with Business Meal
Caution - See policy before proceedsee policy
52310 – Alcoholic Beverage- Unallowable Purchasing Card (local purchase)
Travel Card (non-local purchase)
iOU Reimbursement
Alcohol (tax-free research use)

55210 – General Laboratory Supplies

55230 – Chemicals & Compressed Gases
SmartMart
* Receiving required, see How To
* No other purchasing method allowed
Animals
(Visit AnimalTrax)
55240 – Animals Animal Requisition Form
* Restricted personnel only
* No Petty Cash or Purchasing Card
Architectural and Engineering Services

54015 – Architect

54080 – Professional Services (engineers)
Non-Catalog Requisition (Standard)
B
Books 55130 – Non-library books SmartMart
Purchasing Card
Non-Catalog Requisition
Stanford ServicesBuildings and Grounds Maintenance Not Required LBRE Work Request
Stanford ServicesBulk Mailing Not Required Mailing Services
* Two options available
Business Cards 55110 – Office Supplies Purchasing Card
MW Graphics
Business Meals (local)
(See Alcoholic Beverages if consumed)
Caution - See policy before proceedsee policy
52355 – Food or Local business meals Purchasing Card (local meals)
iOU Reimbursement
Business Meals (during travel)
(See Travel)
(See Alcoholic Beverages if consumed)
Caution - See policy before proceedsee policy
   
Stanford ServicesBus Advertising (Marguerite) Not Required Bus Advertising Request Form
Stanford ServicesBus Charter Services Not Required Charter Reservation
C
Capital Equipment
Caution - See policy before proceedsee policy
See Common Expenditure Types Used for Property and Equipment
* If custom broker fees will apply, use same Cap Equip exp type for fees
SmartMart (if available)
Non-Catalog Requisition, Standard.Capital Equipment
* No Purchasing Card
* Receiving required, see How To
Car Rental
(See Travel)
   
Catering (Stanford or outside providers)

52355 – Food

52310 – Alcoholic Beverage- Unallowable

52240 – Morale
SmartMart
Purchasing Card
Non-Catalog Requisition
Other Checks
Catering Rental 52315 – Entertainment– Unallowable Purchasing Card
Non-Catalog Requisition
* No Other Checks
Cell Phone / PDA / Tablet (device) 55141 – General Purpose Data Storage Non Capital (computers, printers, hard drives, flash drives) SmartMart
Purchasing Card
Stanford ServicesCell Phone / PDA / Tablet (service plan) Not Required Contact IT Services
Chemicals 55230 – Chemicals & Compressed Gases SmartMart
* No Purchasing Card
Stanford ServicesCleaning, Trash, and Recycling Services Not Required LBRE Work Request
Compostable Break Room Supplies 55110 – Office Supplies SmartMart
Compressed Gas 55230 – Chemicals & Compressed Gases SmartMart
Computer (Stanford owned)

53120 – Acquisition Cost > $5,000

55141 – Acquisition Cost < $5,000 (Gen Purpose Data Storage Non Capital [computers, printers, hard drives, flash drives])

53135 – Dedicated to Operating Research Equipment

55410 – Computer Software Programs
SmartMart
Computer (non-Stanford owned) 55020 – Computer – Non SU owned SmartMart
Computer Software Licenses

55410 – Computer Software Licenses

55420 – Software Maintenance Agreements
SmartMart (if available)
Non-Catalog Requisition
* No Purchasing Card
Computer Supplies (peripherals)

55115 – Computer-related supplies (cables, monitors, memory, keyboard)

55141 – Gen Purpose Data Storage Non Capital (computers, printers, hard drives, flash drives)

SmartMart
Conference Room Rental (campus) 52510 – Conference convention entry meeting fees iJournals
Conference Registration 52510 – Conference convention entry meeting fees Travel Card (non-local)
Purchasing Card (local)
iOU Reimbursement
Construction (with contractor)
Caution - See policy before proceedsee policy
54055 – Prime Consultant Non-Catalog Requisition (Standard)
Consultants / Professional Services
Caution - See policy before proceedsee policy

54230 – Other Professional Services- Allowable (not for legal or accounting services)

54235 – Other Professional Services- Unallowable (not for legal or accounting services)
Non-Catalog Requisition (Standard)
* No Other Checks
Contract, Bilateral
Caution - See policy before proceedsee policy

See Expenditure Type Lookup Tool
(Launch Oracle and open the SU Inquiry Tools folder)

Non-Catalog Requisition
* See How To
Controlled Substance 55210 – General Laboratory Supplies Non-Catalog Requisition
* Licenses are required for purchase
Copier
(See Printer / Copier / Multi-function Devices)
   
Copier / Printer (lease) 55140 – General Purpose Non Capital < $5,000 (office equipment, office furniture) Non-Catalog Requisition, Standard.Lease
Stanford ServicesCustodial Services Not Required LBRE Work Request
Customs Broker Fees 55320 – Shipping, Handling, Cartage, Freight Services (non-capital)
* If part of capital equipment purchase, use capital equipment expenditure type for customs line item.
Non-Catalog Requisition
* For Standard Capital Equipment orders, see Step 2 in How To;  For Non Capital Equipment orders, see in Step 3 in How To
D
Data Destruction Not Required Department IT Contact
Data Storage Not Required Department IT Contact
Dormitory supplies
(See Residential, Housekeeping, and Dining Service Supplies)
   
Dry Ice 55210 – General Laboratory Supplies Non-Catalog Requisition
Dues and Memberships

52250 – Membership Dues Fees– Allowable (professional organizations)

52255 – Membership Dues Fees– Unallowable (social organizations)
Purchasing Card
iOU Reimbursement
E
Employee Gifts
(See Gifts)
   
Employee Recruitment

52230 – Employee Recruitment- Allowable

52235 – Employee Recruitment- Unallowable
Purchasing Card (local)
Travel Card (non-local)
Employee Relocation
(See Temporary Living Expenses)
(See Moving Services)
   
Entertainers
* Entertainers are not Honoraria
54235 – Other Professional Services Unallowable Non-Catalog Requisition (Standard)
iOU Other Checks
Entertainment (business entertainment) 52315 – Entertainment- Unallowable Travel Card (non-local)
Purchasing Card (local)
Equipment Rental
(See Copier / Printer – Lease for long-term office equipment leases)
52920 – Equipment Rental Non-Catalog Requisition
Equipment Repair
(See Copier / Printer – Lease)
53510 – General Purpose Equip Repair Maintenance, or

53520 – Special Purpose Equip Repair Maintenance (Equipment used only for research, medical, scientific, or technical activities)
Non-Catalog Requisition
Ergonomic Products Varies by item SmartMart
Stanford ServicesEvent Services Not Required Event Services Request
Exam Books 55110 – Office Supplies SmartMart
F
Fabrication

See Expenditure Type Lookup Tool for small dollar purchase (< $2,500)
(Launch Oracle and open the SU Inquiry Tools folder)

53195 – SU Capital Fabrication
Non-Catalog Requisition
Petty Cash (for small fabricated parts)
* No Purchasing Cards
* Receiving required, see How To
Stanford ServicesFacility Rental (training rooms) Not Required Facility Rental Request Form
Stanford ServicesFaculty Club Not Required Purchasing Card
iOU Reimbursement
FedEx (new account setup)
(Visit EH&S shipping dangerous goods page)
55320 – Shipping and Handling Request Account via SmartMart, see How To
* See Stanford-specific information
Fees & Penalties (government) 56410 – Government Fines, Penalties, Settlements- Unallowable iOU Other Checks
Food and Beverage
(See Business Meals, Travel and Catering)
   
Forms (Stanford) 55110 – Office Supplies SmartMart
Foreign Shipments
(See Custom Broker Fees)
   
Foreign Visitors (Travel expenses)
Caution - See policy before proceedsee policy

52420 – Foreign Travel- Allowable

52425 – Foreign Travel- Unallowable
Travel Card
iOU Reimbursement
Freezers (laboratory) 53115 – SU Scientific Tech Equip SmartMart Capital Equipment
* See How To
* Receiving required, see How To
Freight and Shipping Services
(When buying capital equipment from foreign country, see capital equipment)
55320 – Shipping, Handling, Cartage, Freight Services (non-capital)
* If part of capital equipment purchase, use capital equipment expenditure type for freight and shipping services.
Non-Catalog Requisition
* Select Standard Capital Equipment in Step 2 in How To
Fundraising Travel 52430 – Fundraising Travel- Unallowable Travel Card
iOU Reimbursement
* No Purchasing Cards for any travel-related expenditures
Furniture < $5,000 55140 – General Purpose Non Capital < $5,000 (office equipment, office furniture) SmartMart (if available)
Non-Catalog Requisition
Furniture > $5,000 (capital equipment) 53110 – SU Capital Office Furniture SmartMart (if available)
Non-Catalog Requisition, Standard.Capital
* Receiving required, see How To
G
Gases
(See Compressed Gas)
   
Stanford ServicesGasoline (for University vehicle)
Caution - See policy before proceedsee policy
Not Required Contact the Facilities Operations Department
Gifts (non-cash)
Caution - See policy before proceedsee policy
52240 – Morale Purchasing Card
iOU Reimbursement
* No Petty Cash
Gifts Non-Employee 52315 – Gifts Non-Employees Purchasing Card
iOU Other Checks
Graduate Students / Post Docs, Aid / Support
Caution - See also: Payments to Scholars, Residents, Fellowssee also: Payments to Scholars, Residents, Fellows
Not Required Graduate Financial Support (GFS) System
Stanford ServicesGround Services Not Required LBRE Work Request
H
Hazardous Materials
(Visit Research & Laboratory Safety web site)
(See Radioactives)
55230 – Chemicals & Compressed Gases SmartMart (if available)
* No Petty Cash or Purchasing Cards
Honoraria to Non-Stanford Employees
Caution - See policy before proceedsee policy

54230 – Other Professional Services- Allowable

54235 – Other Professional Services- Unallowable
iOU Other Checks
Honoraria to Stanford Employees
Caution - See policy before proceedsee policy
52225 – Honoraria Payment to SU Employee Payroll, Supplemental Pay Webform (requires PeopleSoft access)
Payroll, One-Time Payment form
Hotel (deposits and lodging for travel)
(See Travel)
   
Hotel (local for visitor)
(See Travel)
   
Human Subjects
Caution - See policy before proceedsee policy
54630 – Human Subjects PMTS Incentives

iOU Other Checks (for direct payment to subjects)

iOU Advance (for distribution of cash by administrator)

iOU Reimbursement (for purchase of non-cash incentives)
I
Internet Connectivity (remote)
(See iRoam)
   
iPad Service Not Required Contact IT Services
iRoam Not Required Contact IT Services
L
Laboratory Supplies 55210 – General Laboratory Supplies SmartMart
Laundry (services for campus) 54335 – Laundry Non-Catalog Requisition
Life Sciences

55210 – General Laboratory Supplies

55230 – Chemicals & Compressed Gases, Hazardous Materials
SmartMart
Stanford ServicesLocksmith Services
(View Rates and Fees)
Not Required Customer Funded Work Request
Logo Items (Stanford) 55110 – Office Supplies SmartMart
Lodging
(See Travel)
   
M
Mailing Services
(See Bulk Mail)
55310 – Postage or Mailing Services Purchasing Card
Meals
(See Business Meals)
   
Memberships and Dues
(See Dues and Memberships)
   
Moving Services (off campus)

52260 – Employee Moving- Allowable

52265 – Employee Moving- Unallowable
Purchasing Card
Non-Catalog Requisition
Stanford Services Moving Services (on campus) Not Required

Event Services Request

N
Newspaper Subscription 52250 – Membership Dues Fees- Allowable Purchasing Card
O
Office Supplies 55110 – Office Supplies SmartMart
Optical 55210 – General Laboratory Supplies SmartMart
P
Parking Passes 55120 – Supplies Other (commonly used for parking) Purchasing Card
Transportation Forms and Applications
* No Petty Cash
Performers
(See Entertainer)
   
Stanford ServicesPest Control Not Required LBRE Work Request
Photocopies (non-Stanford provider) 54520 – Photocopy Purchasing Card
Postage 55310 – Postage or Mailing Services Purchasing Card
Post Docs / Graduate Students
(See Aid / Support to Stanford Student / Post Doc)
   
Post Doc / Non-Stanford Student Aid or Support
(See Aid / Support to Non-Stanford Student / Post Doc)
   
Printers

55140 – General Purpose Non Capital < $5,000 (office equipment, office furniture)

55141 – Gen Purpose Data Storage Non Capital (computers, printers, hard drives, flash drives)

53160 – > $5,000 capital equipment (projectors, fax machines, copiers, etc)
SmartMart
Printing Publications 54510 – Cost of Printing, Plate-Making, Press-Work, Binding Purchasing Card
Non-Catalog Requisition
Professional Services / Consultants
(See Consultants / Professional Services)

 

 
R
Radioactives
(Visit Research & Laboratory Safety web site)
(* Requires CRA number)
55210 – General Laboratory Supplies SmartMart (if available)
Non-Catalog Requisition, Standard.Radioactive
* See How To
* No Petty Cash or Purchasing Cards
Recycled Paper 55110 – Office Supplies SmartMart
Stanford ServicesRecycling Not Required LBRE Work Request
Registration (conferences) 52510 – Conference Convention Entry Meeting Fees Travel Card (non-local)
Purchasing Card (local)
iOU Reimbursement
Rent Equipment

52920 – Rent General Purpose, Office Equipment and Furniture

52930 – Rent, Containers and Vehicles

52950 – Rental Special Purpose Lab and Scientific Equipment
Non-Catalog Requisition
Rent Space 52810 – Rent Space Non-Catalog Requisition
Reprints 54530 – Reprints of articles iOU Other Checks
Residential, Housekeeping, and Dining Service Supplies

See Expenditure Type Lookup Tool
(Launch Oracle and open the SU Inquiry Tools folder)

SmartMart
Royalties, Licenses 56610 – General Royalties iOU Other Checks
S
Server
(Consult Department IT Contact)
53120 – SU Computer Equipment (Capital Equipment) SmartMart Capital Equipment
* See How To
* Receiving required, see How To
Shipping & Handling
(See Customs Broker Fees)
55320 – Shipping, Handling, Cartage, Freight Services FedEx.com
* See how to request an account
Software (media & licenses) 55410 – Computer Software Programs (includes monthly fees for online software) SmartMart
Software Maintenance Agreements 55420 – Software Maintenance Agreement Non-Catalog Requisition (Standard)
Speakers (speakers for hire – not honoraria) 54230 – Other Professional Services- Allowable Non-Catalog Requisition
Staffing Services
(See Temporary workers)
   
Subaward Contracts

54710 – Line One on Req for first $25,000

54720 – (Not Subject to IDC) Line Two on Req for anything over first $25,000
Non-Catalog Requisition, Standard.Subaward
* See How To
Subscriptions 55130 – Non-library books SmartMart
Purchasing Card
T
Stanford ServicesTables and Chairs (rental) Not Required Event Services Request
Tablets (Galaxy, iPad, Xoom) < $5,000 55141 – General Purpose Data Storage Non Capital (computers, printers, hard drives, flash drives) SmartMart
Technical Services 54360 – Technical Services Non-Catalog Requisition
Telecommunication Services
(See Cell Phone / PDA / Tablet)
   
Temporary Living Expenses
Caution - See policy before proceedsee policy

52260 – Employee Moving- Allowable

52265 – Employee Moving- Unallowable
* See iOU checklist for other associated expenditure types
Non-Catalog Requisition
iOU Reimbursement
Temporary Workers 54330 – Temporary Services Non-Catalog Requisition
* See How To
Toner 55110 – Office Supplies SmartMart
Training & Seminars 52510 – Staff Training Tuition Fees (not charged to STAP funds; use 51891 when using STAP funds for payment) Travel Card (non-local)
Purchasing Card (local)
iOU Reimbursement
Travel (domestic)
(Find per diem rates)

52410 – Domestic Travel- Allowable

52415 – Domestic Travel- Unallowable
Travel Card
iOU Reimbursement
* No Purchasing Cards for any travel-related expenditures
Travel (international)
Caution - See policy before proceedsee policy
(Find foreign per diem rates)

52420 – Foreign Travel- Allowable

52425 – Foreign Travel- Unallowable
Travel Card
iOU Reimbursement
* No Purchasing Cards for any travel-related expenditures
Travel (fundraising) 52430 – Fundraising Travel- Unallowable Travel Card
iOU Reimbursement
* No Purchasing Cards for any travel-related expenditures
Travel-related Charges (phone calls, faxes, parking, Internet)

52410 – Domestic Travel- Allowable

52420 – Foreign Travel- Allowable
Travel Card
iOU Reimbursement
* No Purchasing Cards for any travel-related expenditures
Travel (non-Stanford employee) 52445 – Travel Non-SU Employee Travel Card
iOU Reimbursement
* No Purchasing Cards for any travel-related expenditures
U
Undergraduate Students, Aid / Support
Caution - See also: Payments to Scholars, Residents, Fellowssee also: Payments to Scholars, Residents, Fellows
Not Required Contact Financial Aid Office
V
Vehicle Repair and Maintenance 53515 – Vehicle repair and maintenance (Repair of Stanford-owned vehicles) Non-Catalog Requisition
Stanford ServicesVideo Equipment and Services 58510 – Interdepartmental Charges to or from Other Department iJournals
W
Water (bottled) Services 52355 – Food (includes bottled water) Provide PTA – Contact Steve Lee for new account setup.
WebEx Not Required HelpSU
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