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Payment Guide
Purchase
Order (PO)
or Outline Direct
Agreement Invoice
Description P-Card (OA) (FB60) Comments
1 Advertising (Legal Notices/Job Advertisement) 1 3 2
2 Agency sponsored event 1
Water Rights, intellectual property,
3 Assets (Intangible) 1 internally developed software
4 Assets (Tangible) 1 Computers, Cars, Bldgs, Software
5 Books (library collections) 1
6 Books (retail) 1 2
7 Business Cards (state operated print shops) 1 2
8 Business Cards (third party vendor) 2 1
9 Cable Services 1 2
10 Catering of events 1 3 2
11 Cell Phone Charges & Equipment 2 1
12 Cleaning Supplies 1 2 3
13 Computers 1 PO Only - Tangible Asset
14 Copier Lease (Including maintenance and excess copies) 2 1 Should reference state contract
15 Copy Service (Fedex-Kinkos, Staples, Office Depot) 1 3 2
16 Court Reporter Services 1 PO or OA Only
17 Envelopes 2 1 Should reference state contract
18 Fees/Dues (Membership dues, background check fees, etc.) 2 1 earmarked funds instead of PO
19 Ground Transportation (Shuttle, Taxi, Bus) 1 2 Travel Card can be used
20 INA - Background Checks 1
21 INA - Web Services 1
FB60 for payments to State entities
22 Insurance (Vehicle, Office Equip, Bldg, Bond) 1 only
23 Intergovernmental Agreements (for goods/services) 1
24 Lab Supplies 2 1 Should reference state contract
25 Lockbox 1
Must be approved by the Executive
26 Meals for Executive Board Meeting 1 2 Director or Chairman of the Board.
27 Mileage Reimbursement 1
28 Monthly Parking Fees 2 1
29 Nameplates 2 1 For exceptions, ASK
30 Notary (bonding & application) 2 1
31 Office Supplies (toner, copy paper, etc) 1 2
32 Petty Cash 1
Planned Services (Installations, scheduled maintenance,
33 etc) 2 1
34 Postage 1 2
35 Postage Meter Rental & Supplies 2 1 Should reference state contract
36 Printing (Commercial) 1 PO ONLY
37 Printing (State-run Print Shops) 1 2
38 Professional Service Contracts 1
39 Property Lease (Rent) 1 PO or OA Only
40 Registration 1 2 Can use Travel Card
41 Reimbursements to cities, counties, etc 1
42 Rent (example: storage facility rent) 2 1
43 Scholarships 1
44 Shipping Charges (FedEx & UPS Charges) 1 3 2 Should reference state contract
45 Sole Source Procurements 1 PO or OA Only
46 Subscriptions 1 3 2
47 Telephone (DIS) 1
48 Temporary Employment/Contract labor 1
49 Trophies 1 2 Special Approval Required
50 Unplanned Services (repairs, locksmith, plumbing, etc) 1 3 2
51 Utilities (Electricity, Water, Gas) 2 1
52 Vehicle Registration 2 1
53 Voyager 1
54 Water Bottle Service 2 1
55 Workers Compensation/EBD 1
#1=Preferred method ~ #2=Secondary method ~ #3=least preferred method
**Reference the State Contract number on the Purchase Requisition Form or in the comment field for P-Cards**
3. ALLOWABLE and NON-ALLOWABLE CHARGES
Many items may be charged with the State P-Card. Some examples of allowable items/goods
purchased with the P-Card are books, general office supplies, lab supplies, postage, subscriptions,
UPS, FedEx, and many more that are not currently on a mandatory State Contract. In most
circumstances, the Cardholder may purchase goods for official business purposes for the State of
Arkansas EXCEPT:
1. Any non-allowable transaction to the card that could result in disciplinary action
2. Alcoholic beverages of any kind
3. Cash advances
4. Personal type purchases of any kind, items or services (gift certificates, food, cards such as get-well,
birthday, etc., flowers, etc.)
5. Printing subject to Amendment 54 to the Arkansas Constitution and Arkansas State Procurement
Laws
6. Travel expenses or travel related expenses unless authorized
7. Vehicle rentals unless approval has been granted by Credit Card Coordinator/Administrator
8. Any items listed on mandatory agency or state contracts without vendor approval. The item may be
paid for using the purchasing card if the contract (see OSP website) allows the payment of items with
the P-Card or prior approval from the contractor is received.
9. Split purchase or any other form of incremental purchasing
10.Any purchase that would involve a trade-in
NOTE: It is recommended that equipment or other items, both high and low value according to AASIS
standards, which should be included on an agency inventory listing be purchased using the traditional
PO method to allow for the proper tracking of the asset shell and number in AASIS.
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