Procurement Matrix

Procurement and Payment Guidelines

Use the definitions and guidelines below to identify the appropriate document type for the procurement of, or payment for, supplies, furniture, fixtures, equipment and services based on the designated expense code.  For more information on expense codes and their appropriate use, contact Budget Administration.

Definitions

Ariba Purchase Requisition (PR):

Ariba Check Request (CR):

Ariba Reimbursement (TR):

For more information on Purchase Requisitions, contact the appropriate Procurement Specialist based on the commodity or service required.  For more information on Check Requests or Reimbursements, contact Accounts Payable. 

Legend
Do no use this document type Do not use this document type
See notation See notation
Use this document type Use this document type
Expense CodeExpense Code DescriptionAriba PRAriba CRAriba TR
3108 LEGAL SERVICES
Includes external attorneys or law firms
Do no use this document type Use this document type Do no use this document type
3109 ACCOUNTING/AUDIT SERVICES
Includes firms such as NSU's external auditors
Do no use this document type Use this document type Do no use this document type
3110 CONSULTANTS - ADMINISTRATIVE
Payments for services of an administrative nature. Social Security number of Federal I.D. number
Do no use this document type Use this document type Do no use this document type
3112 CONSULTANTS - ACADEMIC
Payments for services of an academic nature. Social Security number or Federal I.D. number required.
Do no use this document type Use this document type Do no use this document type
3113 OTHER CONTRACTUAL SERVICES
Non-taxable services.  (Such as teachers in countries outside US)
Do no use this document type Use this document type Do no use this document type
3114 OTHER CONTRACTUAL SERVICES
Mailing services, calligraphers, referees, etc…
Do no use this document type Use this document type Do no use this document type
3115 ACCREDITATION FEES Do no use this document type Use this document type Do no use this document type
3116 OTHER CONTRACTUAL SERVICES
Payments to sub-contractors for services and goods purchased under sponsored agreements
Do no use this document type Use this document type Do no use this document type
3117 TEMPORARY AGENCY WORKERS
Charges from outside agencies
Do no use this document type Use this document type Do no use this document type
3118 RESEARCH PARTICIPANT COMPENSATION
Payments to compensate research participants 
Do no use this document type Use this document type Do no use this document type
3119 DATABASE CONTRACTUAL SERVICES
Annual contract fees for access to the web & databases
Use this document type Do no use this document type Do no use this document type
3120 OTHER CONTRACTUAL (MOA)
Exhibition Fees
Do no use this document type Use this document type Do no use this document type
3122 OTHER CONTRACTUAL (MOA)
Installation Fees
Do no use this document type Use this document type Do no use this document type
3123 OTHER CONTRACTUAL (MOA)
De-installation Fees
Do no use this document type Use this document type Do no use this document type
3210 EQUIPMENT RENTAL
Costs of rented or leased equipment; not purchases through capital financing leases.
Do no use this document type Use this document type Do no use this document type
3211 PHOTOCOPY RENTAL
Costs of rented or leased equipment related fund '8' accounts only
Do no use this document type Use this document type Do no use this document type
3212 LEASE VEHICLE EXPENSE
Costs of leased vehicles for longer than a year. For leases one year or less use 3492
Do no use this document type Use this document type Do no use this document type
3220 BUS/ FIELD TRIP EXPENSE
Bus rentals and field trip expense, primarily University School
Do no use this document type Use this document type Do no use this document type
3260 SUPPLIES - JANITORIAL Use this document type Do no use this document type Do no use this document type
3261 SUPPLIES - CLASSROOM
Workbooks and books
Use this document type Do no use this document type Do no use this document type
3262 SUPPLIES - LABORATORY
Test tubes, beakers, etc…
Use this document type Do no use this document type Do no use this document type
3263 SUPPLIES - MAINTENANCE
Repair materials & tools
Use this document type Do no use this document type Do no use this document type
3266 SUPPLIES - OFFICE
Pens, pencils, staples, ribbons, etc…
Use this document type Do no use this document type Do no use this document type
3267 SUPPLIES - COMPUTER
Ribbons, discs, printer supplies, cables for computers, monitors & printers
Use this document type Do no use this document type Do no use this document type
3268 SUPPLIES - AUDIO / VISUAL
Film, flash bulbs, etc…
Use this document type Do no use this document type Do no use this document type
3269 SUPPLIES - STUDENT TESTING
Revenue from student testing is 0119
Use this document type Do no use this document type Do no use this document type
3270 SUPPLIES - ATHLETIC Use this document type Do no use this document type Do no use this document type
3271 SUPPIES - ART Use this document type Do no use this document type Do no use this document type
3272 SUPPLIES - COMMENCEMENT Use this document type Do no use this document type Do no use this document type
3273 SUPPLIES - GIFTED Use this document type Do no use this document type Do no use this document type
3274 SUPPLIES - GUIDANCE Use this document type Do no use this document type Do no use this document type
3275 SUPPLIES - MEDIA Use this document type Do no use this document type Do no use this document type
3276 SUPPLIES - MUSIC Use this document type Do no use this document type Do no use this document type
3277 SUPPLIES - PAPER
All paper supplies (copier paper, computer, bond, multi-purpose)
Use this document type Do no use this document type Do no use this document type
3278 SUPPLIES - PERFORMING ARTS Use this document type Do no use this document type Do no use this document type
3279 SUPPLIES - PHYSICAL EDUCATION Use this document type Do no use this document type Do no use this document type
3280 SUPPLIES - YEARBOOK Use this document type Do no use this document type Do no use this document type
3281 SUPPLIES - FOOD EXPENSE1 See notation See notation Do no use this document type
3282 SUPPLIES - MEDICAL
Other than drugs or chemicals
Use this document type Do no use this document type Do no use this document type
3283 SUPPLIES - DRUGS & CHEMICALS Use this document type Do no use this document type Do no use this document type
3284 SUPPLIES - OPTOMETRIC Use this document type Do no use this document type Do no use this document type
3285 SUPPLIES - PHOTOCOPYING
Toner, developer, ink cartridges, tools and sticks, ribbons, drums, print heads, kit for printers, cleaning supplies for these machines, etc. (Use 3277 for paper.)
Use this document type Do no use this document type Do no use this document type
3286 SUPPLIES - CHINA/ GLASS
Food service related
Use this document type Do no use this document type Do no use this document type
3287 SUPPLIES - DENTAL Use this document type Do no use this document type Do no use this document type
3288 SUPPLIES
Controlled Substances
Use this document type Do no use this document type Do no use this document type
3289 PARKING PERMITS
East Las Olas locations only
Do no use this document type Use this document type Do no use this document type
3290 SUPPLIES - Plants
Oceanography Use Only
Use this document type Do no use this document type Do no use this document type
3291 SUPPLIES - Livestock Use this document type Do no use this document type Do no use this document type
3292 SUPPLIES - Animal Feed Use this document type Do no use this document type Do no use this document type
3293 SUPPLIES
MOA exhibit installation materials
Use this document type Do no use this document type Do no use this document type
3410 PHYSICAL PLANT MOVING EXPENSE
Office relocation charge
Do no use this document type Use this document type Do no use this document type
3426 LIFE SAFETY
Maintain fire systems (Facilities Use Only)
Use this document type Do no use this document type Do no use this document type
3427 CARPETING & BLINDS Do no use this document type Use this document type Do no use this document type
3428 PHYSICAL SECURITY
Campus security, access control, camera systems, locks, etc. – Facilities use only
Use this document type Do no use this document type Do no use this document type
3429 FACILITIES MANAGEMENT PREVENTATIVE MAINTENANCE
Facilities use only 2
See notation See notation Do no use this document type
3430 BLDG CONTRACTS - REPAIRS / MAINTENANCE
Outside vendors' charges for building repairs including elevator maintenance. (Equipment repairs & maintenance are 3432)3
See notation See notation Do no use this document type
3431 SECURITY/ CLEANING CONTRACTS
Outside vendors' charges
Do no use this document type Use this document type Do no use this document type
3432 EQUIPMENT SERVICE/ REPAIR
Service and repair of equipment, freight and installation charges of equipment and furniture. Also includes hardware/software maintenance and contracts/licenses Approved by Office of Innovation and Information Technology. 
Use this document type Do no use this document type Do no use this document type
3433 BLDG CONTRACTS - REPAIRS / MAINTENANCE
Department will use when filling out a Facilities work order form for labor costs; event set-up, hanging signs, etc.
Do no use this document type Do no use this document type Do no use this document type
3434 OUTSIDE SECURITY
Outside security contracts
Do no use this document type Use this document type Do no use this document type
3435 UNIFORM / LAUNDRY SERVICE
Cleaning expense
Do no use this document type Use this document type Do no use this document type
3440 VEHICLE OPERATION EXPENSE
Utility cost
Do no use this document type Use this document type Do no use this document type
3441 FLEET GASOLINE ONLY
Facilities use only
Do no use this document type Use this document type Do no use this document type
3450 ELECTRICITY EXPENSE
Utility cost
Do no use this document type Use this document type Do no use this document type
3460 GAS/ OIL BUILDING EXPENSE
Utility cost
Do no use this document type Use this document type Do no use this document type
3470 WATER / SEWER EXPENSE
Utility cost. (Water cooler expenses are 3266)
Do no use this document type Use this document type Do no use this document type
3480 REFUSE REMOVAL EXPENSE Do no use this document type Use this document type Do no use this document type
3485 MEICAL REMAINS & WASTE REMOVAL
HPD use only
Do no use this document type Use this document type Do no use this document type
3490 OFFICE/ DOCKAGE RENTAL EXPENSE Do no use this document type Use this document type Do no use this document type
3491 FACILITIES RENTAL
Rental of Space (Not NSU property) of one year or less
Do no use this document type Use this document type Do no use this document type
3492 CLASSROOM RENTAL EXPENSE Do no use this document type Use this document type Do no use this document type
3493 CLASSROOM LEASE EXPENSE
Cost of all expenses related to lease agreements for classroom space for longer than a year
Do no use this document type Use this document type Do no use this document type
3494 LEASE COMMITMENT EXPENSE
Cost of all expenses related to lease agreements, such as office, housing, etc. (except classroom, vehicles) for longer than a year
Do no use this document type Use this document type Do no use this document type
3495 DATA STORAGE
Off-campus storage for paper, boxes, equipment, furniture, fixtures, etc.  
Do no use this document type Use this document type Do no use this document type
3510 PHONE/ FAX
Actual costs of local and long-distance telephone services, telephone installation/ relocation, telegraph, and fax
Do no use this document type Use this document type Do no use this document type
3512 800 TOLL FREE LINE
Charges for incoming calls
Do no use this document type Use this document type Do no use this document type
3530 POSTAGE/ FREIGHT EXPENSE
Postage, meter rental, post office box rentals, separately invoiced freight, delivery services, etc…
Use this document type Do no use this document type Do no use this document type
3551 PRINTING - OUTSIDE
Work done by outside vendors (which requires prior approval by Publications Office)
Use this document type Do no use this document type Do no use this document type
3570 MARKETING- RELATED ADVERTISING
Charges for magazine and newspaper ads, radio and TV commercials promoting NSU's programs or events.
Do no use this document type Use this document type Do no use this document type
3571 NON-MARKETING ADVERTISING
All advertising costs unrelated to marketing, such as personnel ads.
Do no use this document type Use this document type Do no use this document type
3732 OTHER NETWORK EXPENSES
Computer network services from outside.
Do no use this document type Use this document type Do no use this document type

1 Food Supplies from Paramount Coffee Services should be processed via Ariba PR. All other expenses for food supplies should be processed via Ariba CR.

2 All fixed cost repairs/maintenance shall be processed on an Ariba PR. Any variable costs for ongoing repairs/maintenance are to be processed on an Ariba CR. Exceptions are to be reviewed on a case-by-case basis.

3 All fixed cost repairs/maintenance shall be processed on an Ariba PR. Any variable costs for ongoing repairs/maintenance are to be processed on an Ariba CR. Exceptions are to be reviewed on a case-by-case basis.

Expense CodeExpense Code DescriptionAriba PRAriba CRAriba TR
3713 TAXES & LICENSES
As needed in various states.
Do no use this document type Use this document type Do no use this document type
3714 DOCUMENTARY STAMPS / BANK SERVICE CHARGES Do no use this document type Use this document type Do no use this document type
3730 INSURANCE
Property & casualty insurance premiums.
Do no use this document type Use this document type Do no use this document type
Expense CodeExpense Code DescriptionAriba PRAriba CRAriba TR
4150 TRAVEL - PROFESSIONAL DEVELOPMENT
Costs of attending conferences, including transportation, meals and lodging for faculty and staff. Also used for Webinars.
Do no use this document type Do no use this document type Use this document type
4155 TRAVEL - HPD MEETINGS AND CONFERENCE
HPD faculty or staff who, at the direction of the dean/administrative director, attend a conference to represent the college/department. Also use for Webinars.
Do no use this document type Do no use this document type Use this document type
4160 TRAVEL - ADMINISTRATIVE
Examples: site review, resolution of financial aid issues, student reviews, travel to hospital to establish training programs and rotations, travel to attorney's office for school business.
Do no use this document type Do no use this document type Use this document type
4165 TRAVEL - STUDENT RECRUITMENT
Travel and costs related to recruitment/marketing and enrollment, such as attending a high school's college night, or setting up exhibit space at a conference for recruitment purposes
Do no use this document type Do no use this document type Use this document type
4166 TRAVEL - EMPLOYEE RECRUITMENT
Interviews for prospective employees
Do no use this document type Do no use this document type Use this document type
4175 TRAVEL - INSTRUCTIONAL
Expenses of persons authorized to travel at NSU's expense when delivering instruction
Do no use this document type Do no use this document type Use this document type
4185 TRAVEL - STUDENT TRAVEL
HPD, Athletics and Law student competition/business travel.
Do no use this document type Do no use this document type Use this document type
4186 TRAVEL - STUDENT POST SEASON TRAVEL EXPENSE
Athletics use only
Do no use this document type Do no use this document type Use this document type
4190 TRAVEL - LOCAL
Reimbursement for mileage claimed for local travel - Sponsored Programs use only
Do no use this document type Do no use this document type Use this document type
4195 TRAVEL - DOMESTIC
Travel within the 50 states, including but not limited to dissemination of scientific knowledge (Sponsored Programs use only)
Do no use this document type Do no use this document type Use this document type
4196 TRAVEL -FOREIGN
Travel including but not limited to dissemination of scientific knowledge (Sponsored Programs use only)
Do no use this document type Do no use this document type Use this document type
4330 ENTERTAINMENT EXPENSE
Meals, receptions, and similar events organized by Human Resources; executive meals by officers and deans with outside consultants and others.
Do no use this document type Do no use this document type Use this document type
4360 DUES & MEMBERSHIPS
Institutional & individual memberships in relevant professional and community organizations and subscriptions.
Do no use this document type Use this document type Do no use this document type
4365 ORIENTATION EXPENSE
Health Professions use only.
Do no use this document type Use this document type Do no use this document type
4380 PROMOTION / BANQUETS EXPENSE
Marketing & development events like receptions with prospective students, parties for prospective donors, and meal costs for summer institutes.
Do no use this document type Use this document type Do no use this document type
Expense CodeExpense Code DescriptionAriba PRAriba CRAriba TR
5750 MINOR EQUIPMENT UNDER $1,000
Furniture & fixtures not capitalized, including computer equipment.
Use this document type Do no use this document type Do no use this document type
5758 COMPUTER SOFTWARE
Purchase of computer software programs for pc's & mainframe computer software. Also, software maintenance contracts.
Use this document type Do no use this document type Do no use this document type
5760 SPONSOR'S RESEARCH EQUIPMENT
For Sponsored Programs only; purchases where title does not pass to NSU.
Use this document type Do no use this document type Do no use this document type
Expense CodeExpense Code DescriptionAriba PRAriba CRAriba TR
6340 PURCHASES FOR RESALE
Books, workbooks, alumni items, etc… purchases for resale. Credit sales to 0974
Use this document type Do no use this document type Do no use this document type
Expense CodeExpense Code DescriptionAriba PRAriba CRAriba TR
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.
Do no use this document type Use this document type Do no use this document type
9005 CAPITAL EXPENSE - SOFTWARE DEVELOPMENT
OIIT use only for Plant Fund accounts
Use this document type Do no use this document type Do no use this document type
9010 CAPITAL EXPENSE - FURNITURE & FIXTURES
Purchases for individual items over $1,000 each, such as educational/ classroom equipment, office furniture/ equipment, and maintenance equipment.
Use this document type Do no use this document type Do no use this document type
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
Use this document type Do no use this document type Do no use this document type
9022 CAPITAL EXPENSE - LIBRARY CD ROM
Library use only
Use this document type Do no use this document type Do no use this document type
9024 CAPITAL EXPENSE - LIBRARY REPLACEMENTS
Library use only
Use this document type Do no use this document type Do no use this document type
9030 CAPITAL EXPENSE - SUBSCRIPTIONS
Library use only. For departmental subscriptions, use 3266.
Use this document type Do no use this document type Do no use this document type
9040 CAPITAL EXPENSE - BINDING
Library use only.
Use this document type Do no use this document type Do no use this document type
9050 CAPITAL EXPENSE - LAND IMPROVEMENTS
Cost of site development, parking lots, sidewalks, outdoor lighting, utility systems
Do no use this document type Use this document type Do no use this document type
9070 CAPITAL EXPENSE - AIR CONDITIONING EQUIPMENT
Air conditioning equipment with a unit value over $1,000.
Use this document type Do no use this document type Do no use this document type
9080 CAPITAL EXPENSE- COMPUTER EQUIPMENT
All computer equipment with a unit value of $1,000 or more, such as monitors, printers, cpu's, etc…
Use this document type Do no use this document type Do no use this document type
9085 CAPITAL EXPENSE - COMPUTER SOFTWARE
All software with a unit value of $5,000 or more
Use this document type Do no use this document type Do no use this document type
DepartmentNameNumberEmailCategory
Accounts Payable AP Help (954) 262-5687 Email Check Requests and Reimbursements
Procurement Management  Alicia Henry (954) 262-8841 Email General Inquiries
Procurement Management  Mike Corominas (954) 262-8840 Email Policies and Procedures and Vehicle Purchases
Procurement Management  Marissa Quijada (954) 262-8828 Email Policies and Procedures and Ariba Procurement 
Procurement Management  Tina Wright (954) 262-8825 Email Ariba Procurement
Procurement Management  Lissette Barrios (954) 262-8838 Email Furniture, Office Supplies, and Promotional 
Procurement Management  Harmoni Clealand (954) 262-8820 Email Audio Visual and Technology
Procurement Management  Nick Gavallas (954) 262-8846 Email Maintenance, Repair, and Other Equipment
Procurement Management  Jason Morris (954) 262-8837 Email Construction and Maintenance
Procurement Management  Cindy Cape (954) 262-8834 Email Medical and Research
Procurement Management  Rand Alexander (954) 262-8874 Email Sourcing and Analysis
Procurement Management  Jide Idowu (954) 262-8836 Email Data Analysis and Reporting