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):
- PR is submitted for approval prior to purchase. Upon final approval an NSU Purchase Order, also known as an Ariba Direct Order (DO), is issued to the vendor and an encumbrance is created for the purchase. Upon receipt of the order in Ariba the invoice is matched against the DO and the receipt and processed for payment by Accounts Payable.
Ariba Check Request (CR):
- Payments are made to a vendor based on a vendor Invoice when there is no DO issued.
Ariba Reimbursement (TR):
- Payments are made to the employee based on invoices submitted.
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.
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See notation |
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Expense Code |
Expense Code Description |
Ariba PR |
Ariba CR |
Ariba TR |
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3108 |
LEGAL SERVICES Includes external attorneys or law firms |
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3109 |
ACCOUNTING/AUDIT SERVICES Includes firms such as NSU's external auditors |
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3110 |
CONSULTANTS - ADMINISTRATIVE Payments for services of an administrative nature. Social Security number of Federal I.D. number |
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3112 |
CONSULTANTS - ACADEMIC Payments for services of an academic nature. Social Security number or Federal I.D. number required. |
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3113 |
OTHER CONTRACTUAL SERVICES Non-taxable services. (Such as teachers in countries outside US) |
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3114 |
OTHER CONTRACTUAL SERVICES Mailing services, calligraphers, referees, etc… |
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3115 |
ACCREDITATION FEES |
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3116 |
OTHER CONTRACTUAL SERVICES Payments to sub-contractors for services and goods purchased under sponsored agreements |
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3117 |
TEMPORARY AGENCY WORKERS Charges from outside agencies |
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3118 |
RESEARCH PARTICIPANT COMPENSATION Payments to compensate research participants |
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3119 |
DATABASE CONTRACTUAL SERVICES Annual contract fees for access to the web & databases |
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3120 |
OTHER CONTRACTUAL (MOA) Exhibition Fees |
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3122 |
OTHER CONTRACTUAL (MOA) Installation Fees |
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3123 |
OTHER CONTRACTUAL (MOA) De-installation Fees |
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3210 |
EQUIPMENT RENTAL Costs of rented or leased equipment; not purchases through capital financing leases. |
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3211 |
PHOTOCOPY RENTAL Costs of rented or leased equipment related fund '8' accounts only |
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3212 |
LEASE VEHICLE EXPENSE Costs of leased vehicles for longer than a year. For leases one year or less use 3492 |
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3220 |
BUS/ FIELD TRIP EXPENSE Bus rentals and field trip expense, primarily University School |
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3260 |
SUPPLIES - JANITORIAL |
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3261 |
SUPPLIES - CLASSROOM Workbooks and books |
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3262 |
SUPPLIES - LABORATORY Test tubes, beakers, etc… |
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3263 |
SUPPLIES - MAINTENANCE Repair materials & tools |
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3266 |
SUPPLIES - OFFICE Pens, pencils, staples, ribbons, etc… |
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3267 |
SUPPLIES - COMPUTER Ribbons, discs, printer supplies, cables for computers, monitors & printers |
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3268 |
SUPPLIES - AUDIO / VISUAL Film, flash bulbs, etc… |
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3269 |
SUPPLIES - STUDENT TESTING Revenue from student testing is 0119 |
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3270 |
SUPPLIES - ATHLETIC |
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3271 |
SUPPLIES - ART |
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3272 |
SUPPLIES - COMMENCEMENT |
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3273 |
SUPPLIES - GIFTED |
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3274 |
SUPPLIES - GUIDANCE |
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3275 |
SUPPLIES - MEDIA |
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3276 |
SUPPLIES - MUSIC |
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3277 |
SUPPLIES - PAPER All paper supplies (copier paper, computer, bond, multi-purpose) |
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3278 |
SUPPLIES - PERFORMING ARTS |
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3279 |
SUPPLIES - PHYSICAL EDUCATION |
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3280 |
SUPPLIES - YEARBOOK |
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3281 |
SUPPLIES - FOOD EXPENSE1 |
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3282 |
SUPPLIES - MEDICAL Other than drugs or chemicals |
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3283 |
SUPPLIES - DRUGS & CHEMICALS |
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3284 |
SUPPLIES - OPTOMETRIC |
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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.) |
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3286 |
SUPPLIES - CHINA/ GLASS Food service related |
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3287 |
SUPPLIES - DENTAL |
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3288 |
SUPPLIES Controlled Substances |
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3289 |
PARKING PERMITS East Las Olas locations only |
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3290 |
SUPPLIES - Plants Oceanography Use Only |
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3291 |
SUPPLIES - Livestock |
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3292 |
SUPPLIES - Animal Feed |
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3293 |
SUPPLIES MOA exhibit installation materials |
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3410 |
PHYSICAL PLANT MOVING EXPENSE Office relocation charge |
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3426 |
LIFE SAFETY Maintain fire systems (Facilities Use Only) |
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3427 |
CARPETING & BLINDS |
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3428 |
PHYSICAL SECURITY Campus security, access control, camera systems, locks, etc. – Facilities use only |
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3429 |
FACILITIES MANAGEMENT PREVENTATIVE MAINTENANCE Facilities use only 2 |
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3430 |
BLDG CONTRACTS - REPAIRS / MAINTENANCE Outside vendors' charges for building repairs including elevator maintenance. (Equipment repairs & maintenance are 3432)3 |
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3431 |
SECURITY/ CLEANING CONTRACTS Outside vendors' charges |
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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. |
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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. |
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3434 |
OUTSIDE SECURITY Outside security contracts |
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3435 |
UNIFORM / LAUNDRY SERVICE Cleaning expense |
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3440 |
VEHICLE OPERATION EXPENSE Utility cost |
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3441 |
FLEET GASOLINE ONLY Facilities use only |
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3450 |
ELECTRICITY EXPENSE Utility cost |
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3460 |
GAS/ OIL BUILDING EXPENSE Utility cost |
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3470 |
WATER / SEWER EXPENSE Utility cost. (Water cooler expenses are 3266) |
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3480 |
REFUSE REMOVAL EXPENSE |
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3485 |
MEDICAL REMAINS & WASTE REMOVAL HPD use only |
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3490 |
OFFICE/ DOCKAGE RENTAL EXPENSE |
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3491 |
FACILITIES RENTAL Rental of Space (Not NSU property) of one year or less |
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3492 |
CLASSROOM RENTAL EXPENSE |
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3493 |
CLASSROOM LEASE EXPENSE Cost of all expenses related to lease agreements for classroom space for longer than a year |
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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 |
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3495 |
DATA STORAGE Off-campus storage for paper, boxes, equipment, furniture, fixtures, etc. |
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3510 |
PHONE/ FAX Actual costs of local and long-distance telephone services, telephone installation/ relocation, telegraph, and fax |
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3512 |
800 TOLL FREE LINE Charges for incoming calls |
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3530 |
POSTAGE/ FREIGHT EXPENSE Postage, meter rental, post office box rentals, separately invoiced freight, delivery services, etc… |
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3551 |
PRINTING - OUTSIDE Work done by outside vendors (which requires prior approval by Publications Office) |
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3570 |
MARKETING- RELATED ADVERTISING Charges for magazine and newspaper ads, radio and TV commercials promoting NSU's programs or events. |
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3571 |
NON-MARKETING ADVERTISING All advertising costs unrelated to marketing, such as personnel ads. |
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3732 |
OTHER NETWORK EXPENSES Computer network services from outside. |
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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.
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Expense Code |
Expense Code Description |
Ariba PR |
Ariba CR |
Ariba TR |
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3713 |
TAXES & LICENSES As needed in various states. |
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3714 |
DOCUMENTARY STAMPS / BANK SERVICE CHARGES |
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3730 |
INSURANCE Property & casualty insurance premiums. |
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Expense Code |
Expense Code Description |
Ariba PR |
Ariba CR |
Ariba TR |
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4150 |
TRAVEL - PROFESSIONAL DEVELOPMENT Costs of attending conferences, including transportation, meals and lodging for faculty and staff. Also used for Webinars. |
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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. |
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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. |
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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 |
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4166 |
TRAVEL - EMPLOYEE RECRUITMENT Interviews for prospective employees |
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4175 |
TRAVEL - INSTRUCTIONAL Expenses of persons authorized to travel at NSU's expense when delivering instruction |
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4185 |
TRAVEL - STUDENT TRAVEL HPD, Athletics and Law student competition/business travel. |
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4186 |
TRAVEL - STUDENT POST SEASON TRAVEL EXPENSE Athletics use only |
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4190 |
TRAVEL - LOCAL Reimbursement for mileage claimed for local travel - Sponsored Programs use only |
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4195 |
TRAVEL - DOMESTIC Travel within the 50 states, including but not limited to dissemination of scientific knowledge (Sponsored Programs use only) |
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4196 |
TRAVEL -FOREIGN Travel including but not limited to dissemination of scientific knowledge (Sponsored Programs use only) |
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4330 |
ENTERTAINMENT EXPENSE Meals, receptions, and similar events organized by Human Resources; executive meals by officers and deans with outside consultants and others. |
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4360 |
DUES & MEMBERSHIPS Institutional & individual memberships in relevant professional and community organizations and subscriptions. |
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4365 |
ORIENTATION EXPENSE Health Professions use only. |
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4380 |
PROMOTION / BANQUETS EXPENSE Marketing & development events like receptions with prospective students, parties for prospective donors, and meal costs for summer institutes. |
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Expense Code |
Expense Code Description |
Ariba PR |
Ariba CR |
Ariba TR |
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5750 |
MINOR EQUIPMENT UNDER $1,000 Furniture & fixtures not capitalized, including computer equipment. |
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5758 |
COMPUTER SOFTWARE Purchase of computer software programs for pc's & mainframe computer software. Also, software maintenance contracts. |
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5760 |
SPONSOR'S RESEARCH EQUIPMENT For Sponsored Programs only; purchases where title does not pass to NSU. |
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Expense Code |
Expense Code Description |
Ariba PR |
Ariba CR |
Ariba TR |
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6340 |
PURCHASES FOR RESALE Books, workbooks, alumni items, etc… purchases for resale. Credit sales to 0974 |
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Expense Code |
Expense Code Description |
Ariba PR |
Ariba CR |
Ariba TR |
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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. |
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9005 |
CAPITAL EXPENSE - SOFTWARE DEVELOPMENT OIIT use only for Plant Fund accounts |
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9010 |
CAPITAL EXPENSE - FURNITURE & FIXTURES Purchases for individual items over $1,000 each, such as educational/ classroom equipment, office furniture/ equipment, and maintenance equipment. |
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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 |
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9022 |
CAPITAL EXPENSE - LIBRARY CD ROM Library use only |
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9024 |
CAPITAL EXPENSE - LIBRARY REPLACEMENTS Library use only |
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9030 |
CAPITAL EXPENSE - SUBSCRIPTIONS Library use only. For departmental subscriptions, use 3266. |
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9040 |
CAPITAL EXPENSE - BINDING Library use only. |
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9050 |
CAPITAL EXPENSE - LAND IMPROVEMENTS Cost of site development, parking lots, sidewalks, outdoor lighting, utility systems |
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9070 |
CAPITAL EXPENSE - AIR CONDITIONING EQUIPMENT Air conditioning equipment with a unit value over $1,000. |
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9080 |
CAPITAL EXPENSE- COMPUTER EQUIPMENT All computer equipment with a unit value of $1,000 or more, such as monitors, printers, cpu's, etc… |
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9085 |
CAPITAL EXPENSE - COMPUTER SOFTWARE All software with a unit value of $5,000 or more |
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Department |
Name and Email |
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Category |
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Office of Procurement Services |
(954) 262-8837 |
Medical, Dental and Optometry |
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Office of Procurement Services |
(954) 262-8846 |
Supplies, Maintenance Equipment, PPD Services and Construction |
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Office of Procurement Services |
(954) 262-8838 |
Furniture, Office Supplies, and Promotional |
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Office of Procurement Services |
(954) 262-8841 |
Laboratory, Research and Oceanography |
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Office of Procurement Services |
(954) 262-8820 |
Audio Visual and Technology |
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Office of Procurement Services |
(954) 262-8890 |
General Inquiries/Amazon |