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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. For related guidance, see also:

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 Expense Requests.

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)
Expense Requests (Expense Report 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)
Expense Requests (Expense Report Reimbursement or Non-PO Payment)
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
Expense Requests (Non-PO Payment)
Catering Rental 52315 – Entertainment– Unallowable Purchasing Card
Non-Catalog Requisition
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)
Expense Requests (Expense Report Reimbursement or Non-PO Payment)
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 Non-PO Payment
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 Subscriptions

52250 – Membership Dues Fees– Allowable (professional organizations)

52255 – Membership Dues Fees– Unallowable (social organizations)
Purchasing Card
Expense Requests (Expense Report Reimbursement or Non-PO Payment)
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)
Expense Requests (Non-PO Payment)
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
Expense Requests (Non-PO Payment)
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 Expense Requests (Non-PO Payment)
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
Expense Requests (Expense Report – Non-SU Payee / Visitor 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
Expense Requests (Expense Report)
* 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
Expense Requests (Expense Report – Reimbursement for employee or non-employee gift)
* No Petty Cash
Gifts Non-Employee 52315 – Gifts Non-Employees Purchasing Card
Expense Requests (Expense Report – Reimbursement for employee or non-employee gift)
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
Expense Requests (Non-PO Payment)
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)
52445 – Travel Non-SU Employee Travel Card
Expense Requests (Non-PO Payment – Special Request category) if no Travel Card
Human Subjects
Caution - See policy before proceedsee policy
54630 – Human Subjects PMTS Incentives See Overview: Paying Human Subjects for Payment Methods by Payee and Incentive Types
I
iPad Service 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 Subscriptions)
   
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
Expense Requests (Non-PO Payment)
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)
Expense Requests (Expense Report)
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 Expense Requests (Non-PO Payment)
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 Expense Requests (Non-PO Payment)
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 or Postage)
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
Non-Catalog Requisition
Expense Requests (Expense Report – Relocation)
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)
Expense Requests (Expense Report – reimbursement to employee, or Non-PO Payment – direct payment to provider)
Travel (domestic)
(Find per diem rates)

52410 – Domestic Travel- Allowable

52415 – Domestic Travel- Unallowable
Travel Card
Expense Requests (Expense Report)
* 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
Expense Requests (Expense Report)
* No Purchasing Cards for any travel-related expenditures
Travel (fundraising) 52430 – Fundraising Travel- Unallowable Travel Card
Expense Requests (Expense Report)
* 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
Expense Requests (Expense Report)
* No Purchasing Cards for any travel-related expenditures
Travel (non-Stanford employee) 52445 – Travel Non-SU Employee Travel Card
Expense Requests (Expense Report – Non-SU Payee / Visitor Reimbursement)
Expense Requests (Non-PO Payment)
* 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.
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