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: 
Internal Stanford supplier
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 Docssee 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 Docsee also: Payments to Scholars, Residents, Fellows |
Not Required | SU-21 Form |
| Airfare (See Travel for Domestic and International) |
||
| Alcoholic Beverages / Alcohol with Business Mealsee 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 |
| Buildings and Grounds Maintenance
|
Not Required | LBRE Work Request |
| Bulk 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) see policy
|
52355 – Food or Local business meals | Purchasing Card (local meals) iOU Reimbursement |
| Business Meals (during travel) (See Travel) (See Alcoholic Beverages if consumed) see policy
|
||
| Bus Advertising (Marguerite) |
Not Required | Bus Advertising Request Form |
| Bus Charter Services |
Not Required | Charter Reservation |
|
C
|
||
| Capital Equipmentsee 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 * No 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 |
| Cell Phone / PDA / Tablet (service plan) |
Not Required | Contact IT Services |
| Chemicals | 55230 – Chemicals & Compressed Gases | SmartMart * No Purchasing Card |
| Cleaning, 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)see policy |
54055 – Prime Consultant | Non-Catalog Requisition (Standard) |
| Consultants / Professional Servicessee 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 |
| Controlled Substance | 55210 – General Laboratory Supplies | Non-Catalog Requisition * Licenses are required for purchase |
| Copier / Printer / Multi-function Devices | 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 |
| Copier / Printer (lease) | 55140 – General Purpose Non Capital < $5,000 (office equipment, office furniture) | Non-Catalog Requisition, Standard.Lease |
| Custodial 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 |
| Event 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) 53195 – SU Capital Fabrication |
Non-Catalog Requisition Petty Cash (for small fabricated parts) * No Purchasing Cards * Receiving required, see How To |
| Facility Rental (training rooms) |
Not Required | Facility Rental Request Form |
| Faculty 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)see 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) |
||
| Gasoline (for University vehicle)see policy |
Not Required | Contact the Facilities Operations Department |
| Gifts (non-cash)see 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 / Supportsee also: Payments to Scholars, Residents, Fellows |
Not Required | Graduate Financial Support (GFS) System |
| Ground 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 Employeessee policy |
54230 – Other Professional Services- Allowable 54235 – Other Professional Services- Unallowable |
iOU Other Checks |
| Honoraria to Stanford Employeessee 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 Subjectssee 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 |
| Locksmith 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 |
|
Moving Services (on campus) |
Not Required | |
|
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) |
||
| Pest 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 (See Computer Supplies [peripherals]) |
||
| 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 |
| Recycling |
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 | 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
|
||
| Tables 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 Expensessee 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)see 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 / Supportsee 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 |
| Video 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 |
