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The FlexCard is primarily intended as a LOW VALUE procurement card. All Cardholders can obtain a per transaction limit of up to $2,500. Carholders who have attended Purchasing 101 are eligible to obtain an increased per transaction limit of up to $5,000.

The FlexCard, however, is not strictly a low value procurement card, because it can be used to pay for certain services covered by UC Strategic Sourcing or Santa Barbara campus contracts – for example, cellular telephones (Verizon only) or bottled water (Arrowhead only) – which, in the past could be procured solely via a vendor blanket purchase order and paid via invoice.

The FlexCard can also be used to pay for certain goods formerly paid for via a Form 5 Check Request – such as recognition gifts to employees and non-employees, including bereavement flowers and retirement gifts – as long as dollar limitations are observed and a “Non-Cash Awards FlexCard Approval Form” is completed. Storage unit rent may be paid using the FlexCard, as long as an approved Rental Agreement has been processed through the Business Services Office. See the table for other examples.

As the Strategic Sourcing Program develops, and more commodities and vendors are added, the FlexCard will be used with more of these vendors, and for single transaction amounts greater than $2,500 (designated Strategic Sourcing vendors only).

The following table lists various commodities, products and services procured regularly by the University.

  • Items that may be paid for using the FlexCard with no restrictions other than observing the $2,500 per transaction limit are
shaded in green.
  • Items that may be paid for using the FlexCard, if certain conditions are met (for example, cellular telephone bills), are
shaded in yellow.
  • Items that may not be paid for using the FlexCard are left unshaded. The correct method of procurement and/or payment is provided as a reference.
  • Items that may not be paid for using University funds, under any circumstances, are indicated via
RED BOLD text.

Where pertinent to the purchase of a certain commodity, University of California Business and Finance Bulletin references (and links) are provided.

UCSB FLEXCARD COMMODITIES LIST

Commodity
FC?
 If No, Correct Method
Policy Reference
Advertisements
(Newspaper, Magazine, Radio)
Yes
 ---
---
Airfare
No
 Corporate Card Travel / Entertainment Process
BUS G-28
Alcohol (Ethyl)
No
 Purchasing Department
---
Alcohol (Spirits)
No
 Corporate Card Travel / Entertainment Process (Exception Needed)
BUS-79
Animals
No
 Purchasing Department (Vivarium Approval)
---
Artwork
(Public / Reception Areas ONLY)
Yes
---
---
Artwork
(Employees’ Work Space)
NO
 NOT ALLOWED UNDER ANY CIRCUMSTANCES
---
Athletic Supplies and Apparel
Yes
---
---
Audio / Visual Equipment
Yes
---
---
Automatic External Defibrillator (AED)
No
 Purchasing Department (EH&S Approval)
---
Awards
Yes
$400 Maximum
Non-Cash Awards FlexCard Approval Form Completed and Retained by Department
BUS G-41
Books
Yes
---
---
Bottled Water
Yes
---
Business Cards
No
 Central Stores
---
Cable & Pay Television Services
No
 Communication Services
---
Canopies – Rental
No
 Furniture Services / Purchasing Department
---
Carpet Cleaning
No
 Facilities Management
---
Carpets and Floor Coverings
No
 Facilities Management
---
Cash Advances
No
 Corporate Card Travel / Entertainment process
BUS G-28
Catering Services
No
 UCEN Dining Services / EH&S Catering Guidelines
---
Cell Phones and Cellular Services
Yes
---
Charters
(Boat, Bus, Air, Limo, Shuttle, etc.)
No
 Purchasing Department
---
Chemicals (Hazardous)
No
Purchasing Department (EH&S Approval)
---
Chemicals (Non-Hazardous)
Yes
---
---
Classroom Supplies
Yes
---
---
Cleaning Supplies and Equipment
Yes
---
---
Consultant Agreements
No
 Business Services / Contracts BUS-34
---
Controlled Substances
No
 Purchasing Department (EH&S Approval)
---
Copiers
Yes
---
Donations
NO
 NOT ALLOWED UNDER ANY CIRCUMSTANCES
---
eBay
No
 ---
---
Employment Services
Yes
 Approved Campus Contract Vendors Only
---
Entertainment
No
 Corporate Card Travel / Entertainment Process
BUS-79
Equipment, Non-Inventorial
Yes
---
---
Equipment, Inventorial
No
 Purchasing Department
---
Extermination Services
No
 Facilities Management
---
Facility Repairs or Renovations (Carpentry, Painting, Electrical, etc.)
No
 Facilities Management
---
Firearms, Ammunition and Explosives
No
 Purchasing Department
---
Flowers (Bereavement, Recognition Gifts to Employees)
Yes
$75 Maximum
Non-Cash Awards FlexCard Approval Form Completed and Retained by Department
---
Flowers (Public / Reception Areas)
Yes
---
---
Flowers (Employee’s Work Space)
NO
 NOT ALLOWED UNDER ANY CIRCUMSTANCES
---
Food, Beverages and Snacks (Business Meetings, Receptions)
No
 Corporate Card Travel / Entertainment Process
BUS-79
Furniture
Yes
---
Gasoline (Travel-Related)
---
 Corporate Card Travel / Entertainment Process
BUS G-28
Goods, Services and Appliances for Employee Personal Use (Coffee, Coffee Pots, Refrigerators, Toaster, Microwaves, etc.)
NO
 NOT ALLOWED UNDER ANY CIRCUMSTANCES
---
Hotels, Motels, Lodgings
No
 Corporate Card Travel / Entertainment Process
BUS-79
Insecticides, Pesticides, Fungicides, Herbicides
No
 Facilities Management
---
Insurance
No
 Business Services
---
Janitorial Services
No
 Facilities Management
---
Lease of Equipment
No
 Purchasing Department
---
Lease (Rental) of Office, Research Space
No
 Business Services / Contracts
---
Lease (Rental) of Off-Site Storage Units
Yes
Rental Agreement Must First Be Approved and Signed by Business Services / Contracts
---
Legal Services
No
 Business Services
---
Meals
No
 Corporate Card Travel / Entertainment Process
BUS G-28
Memberships, Professional
Yes
Non-Cash Awards FlexCard Approval Form Completed and Retained by Department
BUS G-43
Moving Services (Household, Office & Industrial Removal)
No
 Purchasing Department
BUS-43 BUS G-13
Newspaper Delivery Service (Including Online)
Yes
---
---
Non-Controlled Substances
Yes
---
---
Office Supplies
Yes
---
---
Pagers and Pager Services
Yes
---
Parking Expenses Related to Business Travel
No
 Corporate Card Travel / Entertainment Process
BUS G-28
Periodicals and Publications
Yes
---
---
Personal Services Agreements
No
 Business Services / Contracts
---
Photographic Equipment, Processing and Supplies
Yes
---
---
Plants
(Public / Reception Areas ONLY)
Yes
---
---
Plants
(Employees’ Work Space)
NO
NOT ALLOWED UNDER ANY CIRCUMSTANCES
---
Playground Equipment
No
 Purchasing Department
---
Postage Stamps
No
 Mail Services
---
Precious Metals
No
 Purchasing Department
Bus 43, Part 3
Printers and Supplies
Yes
---
---
Printing Services
Yes
---
---
Propane Gas
No
 Purchasing Department
---
Publications
Yes
---
---
Purchases (Goods OR Services) Requiring You to SIGN a CONTRACT
No
 Business Services / Contracts
---
Radioactive Materials
No
 Purchasing Department (EH&S Approval)
Bus 43, Part 3
Recognition Gifts (Including Gift Cards and Certificates) – EMPLOYEES, INCLUDING STUDENT WORKERS
Yes
$75 Maximum
Non-Cash Awards FlexCard Approval Form Completed and Retained by Department
BUS G-41
Recognition Gifts (Including Gift Cards and Certificates) – NON-EMPLOYEES
Yes
$250 Maximum
Non-Cash Awards FlexCard Approval Form Completed and Retained by Department
BUS G-42
Registration Fees for Conferences / Seminars (With or Without Travel Expenses)
No
 Corporate Card Travel / Entertainment Process
BUS G-28
Reprints of Journal Articles
Yes
---
---
Retirement Gifts (Including Gift Card and Certificates)
Yes
$400 Maximum
Non-Cash Awards FlexCard Approval Form Completed and Retained by Department
BUS G-41
Security Services
No
 Business Services / Contracts
---
Services - Low Risk, or when a UC or UCSB Agreement is in Place with Vendor
Yes
---
---
Services, if UC Or UCSB Agreement Is NOT in Place with Vendor
No
 Purchasing or Business Services / Contracts
---
Storage Containers, On-Site
No
 Purchasing Department
---
Storage, Off-Site Rental Units
Yes
Rental Agreement Must First Be Approved and Signed by Business Services / Contracts
---
Subscriptions
Yes
---
---
Sympathy Gifts (Employees and Non-Employees)
Yes
$75 Maximum
Non-Cash Awards FlexCard Approval Form Completed and Retained by Department
BUS G-41 BUS G-42
Teaching supplies
Yes
---
Tickets, Entertainment or Business-Related Functions
No
 Corporate Card Travel / Entertainment Process
BUS G-41 BUS-79
Travel Expenses
No
 Corporate Card Travel / Entertainment Process
BUS G-28
UCSB Bookstore
Yes
---
---
Upholstery Cleaning
No
 Purchasing Department
---
Vehicle Rental
(Business Travel, Field Trips)
No
 Corporate Card Travel / Entertainment Process (Approved Strategic Sourcing Vendors Only)
BUS-79
Waste Management Services
No
 Facilities Management
---
Water Treatment Services
No
 Facilities Management
---
Web Site Design Services
No
 Business Services / Contracts
---
Window Coverings
No
 Purchasing Department
---

 

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