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:
- Commonly Used Expenditure Types and their definitions
- Proper Coding of Allowable and Unallowable University Expenditures
- Buying and Paying for Goods
- Buying and Paying for Services
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 Expense Requests.
| Product / Service | Expenditure Type | Best Purchasing Method |
|---|---|---|
|
A
|
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| 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) Expense Requests (Expense Report Reimbursement) |
| Alcohol (tax-free research use) | 55210 – Supplies Materials Laboratory 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 – Supplies MTL Non-Cap EQ Office | Purchasing Card MW Graphics |
| Business Meals (local) (See Alcoholic Beverages if consumed) see 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) 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 Expense Requests (Non-PO Payment) |
| Catering Rental | 52315 – Entertainment– Unallowable | Purchasing Card Non-Catalog Requisition |
| Cell Phone / PDA / Tablet (device) | 55116 – Computers & Computing Devices (acquisition cost < $5,000) | 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 – Supplies MTL Non-Cap EQ Office | SmartMart |
| Compressed Gas | 55230 – Chemicals & Compressed Gases | SmartMart |
| Computer (Stanford owned) | 53120 – SU CAP COMPUTER EQUIP (acquisition cost > $5,000) 55116 – Computers & Computing Devices (acquisition cost < $5,000) 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) | 55116 – Computers & Computing Devices (acquisition cost < $5,000) |
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)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 Non-PO Payment |
| Contract, Bilateralsee policy |
See Expenditure Type Lookup Tool |
Non-Catalog Requisition * See How To |
| Controlled Substance | 55210 – Supplies Materials Laboratory | Non-Catalog Requisition * Licenses are required for purchase |
| Copier / Printer (purchase) (See Printers) |
||
| Copier / Printer (rental) (See Equipment Rental) |
||
| Copier / Printer (lease) (See Equipment 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 – Supplies Materials Laboratory | 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 Leasesee policy |
52921 – Lease General Purpose Equipment 52951 – Lease Special Purpose Equipment |
Non-Catalog Requisition, Standard.Lease |
| Equipment Rentalsee policy
|
52910 – Rent Equipment |
Non-Catalog Requisition |
| Equipment Repair | 53511 – Equipment Repair and Maintenace |
Non-Catalog Requisition |
| Ergonomic Products | Varies by item | SmartMart |
| Event Services |
Not Required | Event Services Request |
| Exam Books | 55110 – Supplies MTL Non-Cap EQ Office | SmartMart |
|
F
|
||
| Fabrication | See Expenditure Type Lookup Tool for small dollar purchase (< $5,000) |
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 Expense Requests (Non-PO Payment) |
| FedEx (new account setup) (Visit EH&S shipping dangerous goods page) |
Not Required | Request Account |
| 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 – Supplies MTL Non-Cap EQ Office | SmartMart |
| Foreign Shipments (See Custom Broker Fees) |
||
| Foreign Visitors (Travel expenses)see 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 | 55110 – Supplies MTL Non-Cap EQ Office 55120 – Supplies MTL Non-Offic Non-Lab |
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 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 / 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 |
Expense Requests (Non-PO Payment) |
| 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) |
52445 – Travel Non-SU Employee | Travel Card Expense Requests (Non-PO Payment – Hotel Expenses expense type) if no Travel Card |
| Human Subjectssee 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 – Supplies Materials Laboratory | SmartMart |
| Laboratory Non-Capital Equipment | 55215 – Lab/Sci/Tech Non Cap Equipment | SmartMart |
| Laundry (services for campus) | 54335 – Laundry | Non-Catalog Requisition |
| Life Sciences | 55210 – Supplies Materials Laboratory 55230 – Chemicals & Compressed Gases, Hazardous Materials |
SmartMart |
| Locksmith Services (View Rates and Fees) |
Not Required | Customer Funded Work Request |
| Logo Items (Stanford) | 55110 – Supplies MTL Non-Cap EQ Office 55180 – Promotional Materials Unallowable (for promotional activities) |
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 |
|
Moving Services (on campus) |
Not Required | |
|
N
|
||
| Newspaper Subscription | 52250 – Membership Dues Fees- Allowable | Purchasing Card |
|
O
|
||
| Office Supplies | 55110 – Supplies MTL Non-Cap EQ Office | SmartMart |
| Optical | 55210 – Supplies Materials Laboratory | 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 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 | 55116 – Computers & Computing Devices (acquisition cost < $5,000) 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 – Supplies Materials Laboratory | SmartMart (if available) Non-Catalog Requisition, Standard.Radioactive * See How To * No Petty Cash or Purchasing Cards |
| Recycled Paper | 55110 – Supplies MTL Non-Cap EQ Office | SmartMart |
| Recycling |
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 (See Equipment Rental) |
||
| Rent Space | 52810 – Rent Space | Non-Catalog Requisition |
| Reprints | 54530 – Reprints of articles | Expense Requests (Non-PO Payment) |
| 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 | Shipping via FedEx Online at Stanford |
| 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 | 55116 – Computers & Computing Devices (acquisition cost < $5,000) | 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 |
Non-Catalog Requisition Expense Requests (Expense Report – Relocation) |
| Temporary Workers | 54330 – Temporary Services | Non-Catalog Requisition * See How To |
| Toner | 55110 – Supplies MTL Non-Cap EQ Office | 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)see 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 / 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. |
