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List of Approved and Restricted Purchases:

Purchasing Cards may only be used for official, state-related business.   Purchases must follow appropriate state laws, CSU policy, CCSU policy and guidelines and must be made with reasonable judgment.  If there is a question about the official purpose of a purchase or if the use of the Purchasing Card to make a purchase is questionable, contact the Purchasing Manager for clarification prior to making the purchase. 

Approved Purchases:
The following are examples of the types of items that may be purchased with the card:

  • Advertisements - [department responsible for tear sheet]

  • Books and periodicals

  • Live animals

  • Conference Registration Fees

  • Airfare Reservations

  • Dues and professional membership[s] - [business, technical, professional and institutional memberships only]

    The Policy on Institutional and Individual Memberships can be found on this website: http://www.finance.ccsu.edu/Purchasing/forms/pdf/Memberships.pdf 

  • Freight/transportation and package delivery fees

  • Cellular Phones with contract vendor only (approval must be obtained from Laurie Napierski in the Telecommunications Department prior to making your purchase)

  • Purchases for Classroom instruction/experiments only:
    >  Animal feed and bedding
    >  Live animals
    >  Food

  • Maintenance supplies

  • Office, laboratory and educational supplies

  • Printing Services

  • Repair parts and materials

  • Software and computer supplies [for educational, administrative or research purposes only]

  • Subscriptions, one year only [departmental use only]

Note:  Cardholders are to contact Facilities Management [22301] prior to purchasing any item that may require electrical, plumbing or structural work.  Facilities Management will ensure that the item being ordered is appropriate and will advise if additional work will be required. 

Cardholders are to contact Information Technology Services [21727] prior to purchasing any software or hardware to ensure that it is compatible with the CCSU system.  Please remember to obtain prior approval of any computer related hardware purchases, including printers. The purchase should be reviewed by the Information Technology Services before actual purchase, especially if the equipment will be connected to the campus network. Information Technology Services reserves the right to not support any hardware or connect it to the campus network if purchases are made without prior approval. Please contact Amy Magno, for pricing, recommendations, and/or prior approval. This includes purchases made with a University P-Card.

Cardholders are to contact Domenic Forcella, Chemical Hygiene Officer,  Campus Police Station [22499] regarding any chemical purchase/disposal guidelines.

Restricted Purchases:

The following are examples of the types of items that may not be purchased with the card:

    • Any item exceeding $999

    • Alcoholic beverages

    • Bus Transportation-domestic travel only (purchase requisition must be completed)

    • Cash advances of any type

    • Clothing *3

    • Coffee machines or coffee makers *3

    • Computers (including desktops, laptops, netbooks)

    • Extension cords

    • Fire protection equipment (including fire extinguishers)

    • Flowers for condolences, etc. *3

    • Food (Food during travel is never on the p-card but reimbursed per-diem.  Other food requests must be approved by Lori James and comply with the Refreshment Policy.)

    • Gifts/donations *3

    • Insurance

    • iPads and other tablet devices

    • Microwaves and toaster ovens *3

    • Personal electric space heaters

    • Personal use items [i.e.; attaches’, folios, pen/pencil sets, etc.] *3

    • Personal or Decorative items (i.e. knick-knacks) *3

    • Plug splitters

    • Precious metals *3

    • Prescription drugs and controlled substances except the Health Services Department

    • Radioactive materials

    • Refrigerators (full size and dorm-size) *3

    • Televisions and other audio visual equipment

    • Wall to wall carpet

    • Water Coolers and accessories

    • Meals*1, 3

    • Artwork, frames or posters (non CCSU Artwork)*2, 3

  • Greenery for office beautification *2, 3

*1- Meals may only be purchased by Executive Committee members.  Meal expenses are restricted to luncheon or dinner meetings held in connection with University business or with entertaining of guests visiting the University on official business.  Cardholders are to thoroughly familiarize themselves with the University’s refreshment policy prior to using their card for this purpose.  At the conclusion of the meal, the cardholder must obtain an itemized bill from the restaurant, which is to be attached to a Purchasing Card Documentation form.

*2 – Exceptions may be granted to Executive Committee members.

*3 – These restricted items do not pertain to Residence Hall Council
          Activity Accounts and Student Activity Accounts.

Caution:  Prior to making a purchase from BJ’s, Costco, or Sam’s, please verify that sales tax will not be charged.

Exemptions or questions regarding restricted purchases may be granted on a case-by-case basis upon the approval of the Purchasing Manager.

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