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Home > Buying Information > BEN Financials Commodity Matrix >

Commodity Matrix

The BEN Financials Commodity Matrix was developed to help University faculty and staff determine the appropriate buying method and budget object code for purchases of most commonly ordered equipment, supplies, and services from external suppliers.

For a limited number of product and service categories, a BEN Buys Purchase Order and MasterCard Purchasing Card are both listed as approved buying methods for transactions <$1,000. Purchasing Card transaction activity is monitored to ensure that cardholders are not splitting transactions to get below the $1,000 purchasing card transaction limit. When the total purchase transaction cost is $1,000 or more, a BEN Buys purchase order must be used for the purchase.

 

Product or Service Requirements Object Code Object Code Name & Description Purchase Order Purchasing Card (transaction <$1,000) Travel Card Fleet Fuel Card Meeting Card
Advertising Costs   (Allowable) 5267 Allowable advertising for help wanted ads or advertising required specifically for grant purposes. 
X
 
 
 
Advertising Costs 5268 Advertising (e.g., advertisement of University programs and activities).
X
 
 
 
Alcohol (wine & spirits) for Events 5214 Entertainment.  Alcohol for events in Pennsylvania should be purchased through Capital Wine and Spirits http://www.purchasing.upenn.edu/buyinfo/suppliers/pm_suppliers/capital-wine-spirits.php
X
 
X
 
X
Animal Feed & Supplies 5232  Research animal supplies purchased from outside vendors. 
X
 
 
 
 
Animals   ULAR Only 5230 External research animal purchases - research animals purchased from outside vendors.
X
 
 
 
Answering Services 5339 External: Other Services. All other services rendered by an external corporate entity, not specifically identified elsewhere.
X
X
 
 
 
Art Work  1874 Rare Books, Museum Collections & Artwork Clearing Account- 
X
 
 
 
 
Art Work - non capital 5225 Other Non-Capitalized Furniture/Moveable Fixtures/Equipment –
(e.g. non-capitalized artwork, desks, chairs, cabinets, tables, racks, shelving units, small machinery, appliances, window air conditioners, fans, tools, lab/clinical equipment) < $5,000 unit cost.
X
 
 
 
 
Athletic Products 5249  Other/Miscellaneous Supplies – Supplies not separately identified in other object codes. 
X
 
 
 
 
Audiovisual Equipment   1872    5225 1872-Other Capitalized Equipment Clearing Account. 5225-Other Non-Capitalized Furniture/Moveable Fixtures/Equipment –
(e.g. non-capitalized artwork, desks, chairs, cabinets, tables, racks, shelving units, small machinery, appliances, window air conditioners, fans, tools, lab/clinical equipment) < $5,000 unit cost.
X
 
 
 
 
Audiovisual Equipment Supplies 5225  5225-Other Non-Capitalized Furniture/Moveable Fixtures/Equipment –
(e.g. non-capitalized artwork, desks, chairs, cabinets, tables, racks, shelving units, small machinery, appliances, window air conditioners, fans, tools, lab/clinical equipment) < $5,000 unit cost.
X
X
 
 
 
Auto Parts 5401 Repairs & Maintenance to Facilities and Capitalized Equipment (e.g., vehicle repairs)
X
 
 
X
 
Auto Repairs 5401 Repairs & Maintenance to Facilities and Capitalized Equipment (e.g., vehicle repairs)
X
 
 
X
 
Beverages, Alcohol (wine and spirits) 5214 Alcohol required for Penn events should be purchased via Purchase Order through Capital Wine & Spirits. For alcohol purchased by an individual as part of Penn-approved business entertainment, payment may be made with Penn's T&E card issued by Bank of America.
X
 
X
 
X
Beverages, Non-alcoholic for meeting 5220     5211 5220 External Office Supplies - Supplies used in offices which are purchased from outside suplliers (Office Depot, etc.). Examples: coffee services, water
 5211 Business Meetings on Campus -Refreshments for meetings, lab lunches,groceries, box lunches etc. constitute meeting expenses. To be used when the primary focus is the meeting at which food is brought in.
Note: any alcoholic beverages that are served in conjunction with campus meetings must be charged to 5214.
X
X
x
 
x
Binding Services 5264 External printing & publications. For printing & publications services provided by outside vendors.
X
X
 
 
 
Biologicals - hazardous 5236 Other Hazardous Material 
X
 
 
 
 
Biologicals - non hazardous 5228 External Laboratory Supplies – Laboratory/Research supplies purchased from outside vendors for use in laboratories (e.g., glassware, solvents, chemicals).
X
 
 
 
 
Books & Reprints 5222 Non-library books and reprints - Includes reprints, course or Workshop materials.  Use this object code for books purchased for departmental use.
NOTE: Books purchased by University libraries (http://www.library.upenn.edu/) for general library use must be charged to asset object code 1875.
X
 
 
 
Books for the Department 5222 Non-library books and reprints - Includes reprints, course or Workshop materials.  Use this object code for books purchased for departmental use.
NOTE: Books purchased by University libraries (http://www.library.upenn.edu/) for general library use must be charged to asset object code 1875.
X
X
 
 
 
Bottled Water 5220     5211 5220 - External Office Supplies.  Supplies used in offices which are purchased from outside vendors (Office Depot, etc.)  5211 Business meetings on campus.  Refreshments for meetings, lab lunches, groceries, box lunches, etc constitute meeting expenses. To be used when the primary focus is the meeting at which food is brought in. 
X
 
 
 
Box Lunches 5211 Business meetings on campus.  Refreshments for meetings, lab lunches, groceries, box lunches, etc constitute meeting expenses. To be used when the primary focus is the meeting at which food is brought in. 
X
X
 
 
X
Bulk Mail  5271 External: bulk mail service
X
 
 
 
 
Bus, Charter Services 5253 Rentals/leases of vehicles, other than rental cars utilized for University travel. Please visit Penn Transit for more charter vehicle options at cms.business-services.upenn.edu/transportation/types-of-services/charter
X
X
 
 
X
Business Cards, Penn Branded 5264 External printing & publications. For printing & publications services provided by outside vendors.
X
X
 
 
 
Business Meals 5209 Business meals for faculty and staff - business meals are meals with a clearly substantiated business purpose that are directly associated with the active conduct of University business and takes place
in a dining establishment. At a business meal the business discussion is the primary purpose of the meal. A meal that directly precedes or follows a substantial and bona fide business discussion also meets this
criterion. Examples of business meals include meetings with business associates, professional colleagues, students and others at which a bona fide  business discussion takes place e.g. ABA meetings. 
NOTE: This expense should not be charged to a Procard.  It must be entered into Concur Expense for payment. Any alcohol in conjunction with a business meal must be charged to 5214.
Reimbursement Policy- Meals and Entertainment at:     
http://www.finance.upenn.edu/vpfinance/fpm/2350/2350_pdf/2361.pdf
X
 
X
 
 
Car Rentals see Travel objects  
 
 
X
 
 
Car Rentals - non travel  5253 Rentals/leases of vehicles, other than rental cars utilized for University travel
X
 
 
 
Car Sharing  5201 Local travel for faculty and staff. Local travel includes destinations in and around Philadelphia (50 mile radius or less). Includes purchase of transportation tokens, local ground transportation, mileage reimbursement, Philly Car Share and ZipCar
X
X
 
 
Carpet/Area rug 5225 Other Non-Capitalized Furniture/Removable Fixtures/Equipment (e.g., desks, chairs, cabinets, tables, lab/clinical equipment) – under $5,000 unit cost.
X
X
 
 
 
Catering Services 5214 Entertainment. Entertainment encompasses those expenses incurred in conjunction with a meal or an event that are business-related but social or celebratory in nature. Entertainment expenses and all alcohol purchases in conjunction with entertainment related activities must be charged to 5214.
X
X
 
 
X
Cellular Phone (Penn business accounts only) 5260 External telecommunications costs.  Payments to outside carriers for telecommunications services (e.g., Verizon, MCI, AT&T, Sprint).
 
X
 
 
 
Chemicals, Janitorial 5220 5220 -External Office Supplies - Supplies used in offices which are purchased from outside vendors (Office Depot, etc.). Examples: stationery, paper for duplication, pens, pencils, typewriter ribbons, print-wheels and fonts, water, coffee services.
X
 
 
 
 
Chemicals, Research 5228 External Laboratory Research Supplies.  Laboratory supplies purchased from outside vendors for use in laboratories (e.g., glassware, solvents, chemicals).
X
 
 
 
 
Cleaning Services 5400 Housekeeping/Cleaning (external providers only)
X
 
 
 
 
Coffee/Beverage Services 5220 External Office Supplies.  Supplies used in offices which are purchased from outside vendors (Telrose, etc.).  Examples: stationery, paper for duplication, pens, pencils, typewriter ribbons, print-wheels and fonts, water, coffee services.  
X
 
 
 
Computer Consulting  5306 External: Computer Consulting Services 
X
 
 
 
 
Computer Hardware - Capital 1871 Computer Equipment Clearing Account
X
 
 
 
 
Computer Hardware - Non Captial 5224 Non-Capitalized Computer Equipment & Peripherals (e.g., printers, monitors, servers, PCs, networking equipment) – under $5,000 unit cost.
X
X
 
 
 
Computer Hardware Maintenance 5331 Minor Equipment Repairs & Maintenance (including service contracts)   
X
 
 
 
Computer Peripherals 5224  Non-Capitalized Computer Equipment & Peripherals (e.g., printers, monitors, servers, PCs, networking equipment) – under $5,000 unit cost.
X
X
 
 
 
Computer Programming 5306 External: Computer Consulting Services 
X
 
 
 
 
Computer Rentals 5252 Rentals/leases of computers and peripherals, (e.g., printers, monitors)  
X
 
 
 
 
Computer Software 5223 Computer Software, Accessories & Supplies (e.g., software programs for personal computers, including upgrades; computer manuals, diskettes, disk packs,  data cartridges, toner/ink cartridges, optical disk cartridges, magnetic tape, laser printer accessories
X
X
 
 
 
Computer Software Licenses 5223 Computer Software, Accessories & Supplies (e.g., software programs for personal computers, including upgrades; computer manuals, diskettes, disk packs,  data cartridges, toner/ink cartridges, optical disk cartridges, magnetic tape, laser printer accessories.  For best pricing use Office of Software Licensing https://secure.www.upenn.edu/business-services/softwarelicenses/.
X
X
 
 
 
Computer Supplies 5223 Computer Software, Accessories & Supplies (e.g., software programs for personal computers, including upgrades; computer manuals, diskettes, disk packs,  data cartridges, toner/ink cartridges, optical disk cartridges, magnetic tape, laser printer accessories
X
X
 
 
 
Conference Registration Fees 5210 Meetings and conference fees/registrations - Use this object code when paying conference registration fees directly or reimbursing prepaid registration costs, i.e. reallocation of conference/registration fees charged
to Pcards.
X
X
X
 
 
Consulting Services  5339 External: Other Services. All other services rendered by an external corporate entity or individual, not specifically identified elsewhere. corporate entity, not specifically identified elsewhere.
X
 
 
 
 
Copier/Printer Equipment - Purchase 5224  Non-Capitalized Computer Equipment & Peripherals (e.g., printers, monitors, servers, PCs, networking equipment) – under $5,000 unit cost.
X
 
 
 
 
Copier/Printer Equipment - Lease 5254 Rentals/leases of other capital equipment (excluding computers and peripherals)
X
 
 
 
 
Copier/Printer Maintenance 5331 Minor Equipment Repairs & Maintenance (including service contracts)   
X
 
 
 
 
Copying, Quick Print Services 5226 External copying & duplicating.  Copying/duplicating services Provided by outside vendors (e.g.University Copy Services).
X
 
 
 
Courier Service (Local Deliveries Only) 5270 External: express mail service
X
X
 
 
 
Custodial Services 5400 Housekeeping/Cleaning (external providers only)
X
 
 
 
 
Customs Broker 5339 External: Other Services. All other services rendered by an external corporate entity, not specifically identified elsewhere.
X
X
 
 
 
Dental Equipment 1872 Other Capitalized Equipment Clearing Account
X
 
 
 
 
Dental Services 5339  Other/Miscellaneous Supplies – Supplies not separately identified above. 
X
 
 
 
 
Dental Supplies  5241 Other/Miscellaneous Supplies – Supplies not separately identified above. 
X
 
 
 
 
Dry Cleaning 5339 External: Other Services. All other services rendered by an external corporate entity, not specifically identified elsewhere.
X
 
 
 
 
Dry Ice 5228 External Laboratory Research Supplies.  Laboratory supplies purchased from outside vendors for use in laboratories (e.g., glassware, solvents, chemicals).
X
 
 
 
 
Dues & Memberships, Allowable 5237 Allowable Dues & Memberships. Dues & Memberships to professional organizations.  Membership must support the individuals job-related responsibilities.  Refer to University Financial Policy #2321.   
X
 
 
Dues & Memberships, Unallowable 5238 5238 Unallowable Dues and Memberships – Includes all University authorized costs for membership to civic or community organizations or social or dining clubs, including the University Club at Penn.NOTE: Payment of membership fees for private clubs or organizations is prohibited unless approved in writing by the Vice President for Finance and the appropriate Dean or center director. Refer to University Financial Policy #2321. 
X
X
 
 
Employee Recruitment Services 5305 Employee Recruitment Services 
X
 
 
 
 
Entertainment Business Expenses 5214 Entertainment -Encompasses those expenses incurred in conjunction  with meals or events that are business-related but social or celebratory in nature. Expenses incurred for business-related entertaining include  catering, decorations, alcohol * and location rentals. Entertainment ** expenses and all alcohol purchases in conjunction with entertainment related activities must be charged to 5214 recruiting, development or employee health and welfare. Any meal at which alcoholic beverages* are served. All alcohol purchases must be charged to this object code...
X
 
X
 
x
Entertainment Business Expenses, Other Travel Related 5214 Entertainment -Encompasses those expenses incurred in conjunction with meals or events that are business-related but social or celebratory in nature. Expenses incurred for business-related entertaining include
catering, decorations, alcohol * and location rentals. Entertainment ** expenses and all alcohol purchases in conjunction with entertainment related activities must be charged to 5214.
X
 
X
 
x
Equipment Maintenance, Specialty Underwriters 5331 Minor Equipment Repairs & Maintenance - (including service contracts) - Used to record the costs related to equipment repairs, including replacement of equipment parts, and service contracts on equipment, which costs are not capitalized.
X
 
 
 
 
Equipment, Research (<$5,000) 5225 Other Non-Capitalized Furniture/Moveable Fixtures/Equipment – for example, non-capitalized artwork, desks, chairs, cabinets, tables, racks,                         shelving units, small machinery, appliances, window air conditioners, fans, tools, lab/clinical equipment) – under $5,000 unit cost
X
 
 
 
 
Equipment: Computers 1871    5224 1871 -Computer Equipment Clearing Account -                                  5224 -Non-Capitalized Computer Equipment & Peripherals – for example, printers, monitors, servers, PCs, networking equipment – under $5,000 unit cost
X
 
 
 
 
Equipment: In Process 1877 Equipment in Process Clearing Account
X
 
 
 
 
Equipment: Other 1872 Other Capitalized Equipment Clearing Account
X
 
 
 
 
Equipment: Rental 5254   5255 5254 Rentals/leases of other capital equipment (excluding computers and peripherals)
 5255 External: other rentals (e.g., furniture).
X
 
 
 
 
Express Shipping, Domestic Service 5270 Journal via UPS express mail system
 
 
 
 
 
Express Shipping, Hazardous, Dry Ice  5270 Journal via UPS express mail system
 
 
 
 
 
Facilitators & Workshop Leaders 5319
5339
5319 External: Other Professional Services: Payments to individuals for services not specifically identified elsewhere, (e.g., skilled labor for a specified task, independent contractors etc.). Refer to Financial Policy #2319.
5339 External: Other Services. All other services rendered by an external corporate entity, not specifically identified elsewhere.

X
 
 
 
 
Film Rentals 5255 External: other rentals (e.g., furniture). 
X
 
 
 
Firearms & Ammunition 5249 5249 Other/Miscellaneous Supplies – Supplies not separately identified
  above.
X
 
 
 
 
Floral Arrangements 5291  Unallowable:  (refer to University Financial Policy #2326) 
X
 
 
 
Furniture 1870   5225 1870 Furniture and Fixtures Clearing Account   5225 - Other Non-Capitalized Furniture/Moveable Fixtures/Equipment – for example, non-capitalized artwork, desks, chairs, cabinets, tables, racks,                      shelving units, small machinery, appliances, window air conditioners, fans, tools, lab/clinical equipment) – under $5,000 unit cost.
X
 
 
 
 
Furniture & Fixtures   1870   5225 1870 Furniture and Fixtures Clearing Account   5225 - Other Non-Capitalized Furniture/Moveable Fixtures/Equipment – for example, non-capitalized artwork, desks, chairs, cabinets, tables, racks,                      shelving units, small machinery, appliances, window air conditioners, fans, tools, lab/clinical equipment) – under $5,000 unit cost.
X
 
 
 
 
Furniture Rental 5255 External: other rentals (e.g., furniture). 
X
 
 
 
 
Gas: Industrial, Medical & Research (Cylinder and Bulk) 5228 External Laboratory Supplies.  Laboratory supplies purchased from outside vendors for use in laboratories (e.g., glassware, solvents, chemicals).
X
 
 
 
 
Gasoline – University Vehicle Only 5249 5249 Other/Miscellaneous Supplies – Supplies not separately identified above.
 
 
 
X
 
Graphic Art & Design Services  5339 External: Other Services. All other services rendered by an external
corporate entity, not specifically identified elsewhere
 
 
 
 
Hazardous Material 5236 Other Hazardous Material 
X
 
 
 
 
Healthcare Supplies for Stockroom 5710 Health Care Supplies (New Bolton Pharmacy, Dental School, Small Animal Hospital Pharmacy)
X
 
 
 
 
Hotel & Motel Lodging 5200,5202, 5204-5207 Review all travel codes
X
 
X
 
 
Human Subject Payment Cards Apply as needed  
 
X
 
 
 
Insurance, Plans & Premiums 5320 External: Insurance
X
 
 
 
 
International Shipping 5272 Journal via UPS express mail system
 
 
 
 
 
Journals 5339 External: Other Services. All other services rendered by an external corporate entity, not specifically identified elsewhere.
X
X
 
 
 
Laboratory Supplies 5228 External Laboratory Supplies.  Laboratory supplies purchased from outside vendors for use in laboratories (e.g., glassware, solvents, chemicals).
X
 
 
 
 
Laundry Services 5339 External: Other Services. All other services rendered by an external corporate entity, not specifically identified elsewhere.
X
 
 
 
 
Lecture Fees 5313 Lecture Fee.  Payment to an individual (non-employee) for the presentation of a dissertation, lecture or discourse before a class or an audience.  Refer to Financial Policy #2319.
X
 
 
 
 
Legal & Attorney Fees 5301 Legal Services
X
 
 
 
 
Library Books  1875 Library Books Clearing Account
X
 
 
 
Library Supplies 5220    5225 External Office Supplies - Supplies used in offices which are purchased from outside vendors (Office Depot, etc.). Examples: stationery, paper for duplication, pens, pencils, typewriter ribbons, print-wheels   and fonts, water, coffee services.
5225 Other Non-Capitalized Furniture/Moveable Fixtures/Equipment –                         for example, non-capitalized artwork, desks, chairs, cabinets, tables, racks,                        shelving units, small machinery, appliances, window air conditioners, fans,                      tools, lab/clinical equipment) – under $5,000 unit cost.
X
X
 
 
 
Linen Services 5339 External: Other Services. All other services rendered by an external corporate entity, not specifically identified elsewhere.
X
 
 
 
 
Magazine Subscriptions 5239 5239 Subscriptions to professional publications – subscriptions must support the
individual’s job-related responsibilities. Use Pcard to pay for subscriptions whenever possible. Refer to the University Financial Policy # 2321.
 
X
 
 
 
Maintenance Agreements 5331 Minor Equipment Repairs & Maintenance - (including service  
  contracts) - Used to record the costs related to equipment repairs, including replacement of equipment parts, and service contracts on equipment, which costs are not capitalized.
X
 
 
 
 
Maintenance, Specialty Underwriters 5331 Minor Equipment Repairs & Maintenance - (including service  
  contracts) - Used to record the costs related to equipment repairs, including replacement of equipment parts, and service contracts on equipment, which costs are not capitalized.
X
 
 
 
 
Management Consulting Services 5302 Management Consulting Services. Payment to an individual or organization for advisory services rendered (e.g., consulting by non-University professionals. Refer to Financial Policy #2319.   
X
 
 
 
 
Mats, purchase or cleaning service 5339  External: Other Services. All other services rendered by an external corporate entity, not specifically identified elsewhere.
X
 
 
 
 
Medical Supplies for Stockroooms 5710 Health Care Supplies (New Bolton Pharmacy, Dental School, Small Animal Hospital Pharmacy)
X
 
 
 
 
Memberships Fees & Dues 5237       5238 5237 Allowable Dues & Memberships – dues and memberships to professional
organizations. Membership must support the individuals job-related responsibilities.  Use Pcard to pay for dues and memberships whenever possible.
Refer to University Financial Policy #2321.   
5238 Unallowable Dues and Memberships – Includes all University authorized costs for membership to civic or community organizations or social or dining clubs, including the University Club at Penn.
 NOTE: Payment of membership fees for private clubs or
 organizations is prohibited unless approved in writing by the
        Vice President for Finance and the appropriate Dean or center director.
        Refer to University Financial Policy #2321
X
X
 X
 
 
Messenger Service 5270 External: Express Mail service
X
X
 
 
 
Moving & Relocation Services: Employee 5327 Employee Relocation Costs. Reimbursements to newly recruited employees required to relocate to the Philadelphia area.  Refer to University Financial Policy #2324.
X
 
 
 
 
Moving & Relocation Services: Internal 5339  External: Other Services. All other services rendered by an external corporate entity, not specifically identified elsewhere.
X
 
 
 
 
Musicians & Entertainers 5319
5339
External: Other Professional Services: Payments to individuals
for services not specifically identified elsewhere, (e.g., skilled labor for a specified task, independent contractors etc.).
Refer to Financial Policy #2319
X
 
 
 
 
Office Supplies  5220 External Office Supplies.  Supplies used in offices which are purchased from outside vendors (Office Depot, etc.).  Examples: stationery, paper for duplication, pens, pencils, typewriter ribbons, print-wheels and fonts, water, coffee services.  
X
 
 
 
 
Paper, Copier & Printer 5220 External Office Supplies - Supplies used in offices which are purchased from outside vendors (Telrose, etc.). Examples: stationery, paper for duplication, pens, pencils, typewriter ribbons, print-wheels and fonts, water, coffee services.  For PC and Printer supplies, see                    object code 5223 (computer software, accessories & supplies)
X
 
 
 
 
Patient Care Supplies 5241  Patient Care Supplies
X
 
 
 
 
Performers 5319
5339
See Musicians and Entertainers
X
 
 
 
 
Permits & Licenses 1936 Legal & Administrative: permits
X
X
 
 
 
Pest Control 5405 Pest Control 
X
 
 
 
 
Photographic Supplies 5249 Other/Miscellaneous Supplies – Supplies not separately identified
  above.
X
X
 
 
 
Photography Services 5275 External: photographic & illustrative charges.  For photographic & illustrative services.
X
X
 
 
 
Postage, Stamps 5274

Penn Mail Services
http://www.business-services.upenn.edu/mail/index.shtml

         
Prescription Drugs: Medical 5241  Patient Care Supplies
X
 
 
 
 
Prescription Drugs: Veterinary 5710 Health Care Supplies (New Bolton Pharmacy, Dental School, Small Animal Hospital Pharmacy)
X
 
 
 
 
Printing, Brochures & Forms 5264 External printing & publications. For printing & publications services provided by outside vendors.
 
 
 
Professional Services 5339 External: Other Services. All other services rendered by an external corporate entity, not specifically identified elsewhere.
X
 
 
 
 
Promotional Products 5249 Other/Miscellaneous Supplies – Supplies not separately identified
  above.
 
 
 
Publications, Electronic & Print 5264 External printing & publications. For printing & publications services provided by outside vendors.
X
 
 
 
Radioactive Materials 5235 Radioactive Material 
X
 
 
 
 
Reagents: Research 5228 External Laboratory Supplies.  Laboratory supplies purchased from outside vendors for use in laboratories (e.g., glassware, solvents, chemicals).
X
 
 
 
 
Refrigerators, Office 5225 Other Non-Capitalized Furniture/Moveable Fixtures/Equipment –                         for example, non-capitalized artwork, desks, chairs, cabinets, tables, racks,                      shelving units, small machinery, appliances, window air conditioners, fans, tools, lab/clinical equipment) – under $5,000 unit cost
X
 
 
 
 
Refrigerators, Research 1872     5228    5225 1872 Other Capitalized Equipment Clearing Account -5225 Other Non-Capitalized Furniture/Moveable Fixtures/Equipment –
for example, non-capitalized artwork, desks, chairs, cabinets, tables, racks, shelving units, small machinery, appliances, window air conditioners, fans,
tools, lab/clinical equipment) – under $5,000 unit cost.           5228- External Laboratory Supplies – Laboratory/Research supplies purchasedfrom outside vendors for use in laboratories (e.g., glassware, solvents, chemicals).

X
 
 
 
 
Rental: Facilities 5250 External Rentals/leases of facilities.  Rental of a non-University facility 
X
 
 
 
X
Rental: Non-Travel Related Vehicles 5253  Rentals/leases of vehicles, other than rental cars utilized for University travel.   
X
 
 
X
Repairs – University Owned Vehicles 5401 Repairs & Maintenance to Facilities and Capitalized Equipment (e.g., vehicle repairs)
X
 
 
X
 
Repairs: Facilities & Capitalized Equipment 5401 Repairs & Maintenance to Facilities and Capitalized Equipment (e.g., vehicle repairs)
X
 
 
 
 
Scientific Supplies 5228 External Laboratory Supplies.  Laboratory supplies purchased from outside vendors for use in laboratories (e.g., glassware, solvents, chemicals).
X
 
 
 
 
Security Guards & Services 5402 External: Security Services 
X
 
 
 
 
Security Systems & Alarms 5249 Other/Miscellaneous Supplies – Supplies not separately identified
  above.
X
 
 
 
 
Septa Tokens 5201 5208 5201 -Local travel for faculty and staff -Local travel includes destinations in and around Philadelphia (50 mile radius or less). Includes purchase of transportation tokens, local ground transportation, mileage reimbursement,PhillyCarShare.
5208 Local student travel, meals, entertainment - Includes college house activities,
floor functions, entertainment, refreshments and local student travel.
 
X
 
 
 
Signage 5225 Other Non-Capitalized Furniture/Moveable Fixtures/Equipment –for example, non-capitalized artwork, desks, chairs, cabinets, tables, racks,
 shelving units, small machinery, appliances, window air conditioners, fans, tools, lab/clinical equipment) – under $5,000 unit cost.
X
X
 
 
 
Stamps, Postage 5274

Penn Mail Services
http://www.business-services.upenn.edu/mail/index.shtml

         
Stationery & Business Cards, Penn Branded 5264 External printing & publications. For printing & publications services provided by outside vendors.
 
 
 
Storage Services 5250 External Rentals/leases of facilities.  Rental of a non-University facility
X
 
 
 
 
Subcontract – Research (Balance of Contract) 5333 Subcontract Services – over $25,000.  Sponsored Programs only. These expenses must be approved by the Office of Research Services. For additional information, refer to the Financial Policy #2109, and to The Research Investigator’s Handbook.
X
 
 
 
 
Subcontracts – Research (Initial $25,000) 5332 Subcontract Services – up to $25,000.  Sponsored Programs only. These expenses must be approved by the Office of Research Services. For additional information, refer to the Financial Policy #2109 and to the Research Investigator’s Handbook.
X
 
 
 
 
Subscriptions 5239 Subscriptions to professional publications.  Subscriptions must support the individual’s job-related responsibilities.  Refer to University Financial Policy # 2321. 
X
X
 
 
Telecommunications: Equipment, Supplies & Services-  5260 External telecommunications costs.  Payments to outside carriers for telecommunications services (e.g., Verizon, MCI, AT&T, Sprint).
X
X
 
 
 
Teleconferencing Services 5260 External telecommunications costs.  Payments to outside carriers for telecommunications services (e.g., Verizon, MCI, AT&T, Sprint).
X
X
 
 
 
Telephone Services 5260 External telecommunications costs.  Payments to outside carriers for telecommunications services (e.g., Verizon, MCI, AT&T, Sprint).
X
X
 
 
 
Temporary Staffing - Agency Personnel 5326 Agency Personnel Services. Payments made directly to agencies providing temporary personnel services.  Examples: Unique Advantage. 
X
 
 
 
 
Tents & Canopies for Events 5255 External: other rentals (e.g., furniture). 
X
 
 
 
X
Training for Staff Development 5304 On-Site Training & Staff Development Services.  Provided by an outside vendor/individual.  
X
X
 
 
 
Training External 5303 External; On-Site Training & Staff Development Services.  Provided by an outside vendor/individual.
X
X
 
 
 
Trash Removal 5404 Trash Removal (external providers only) 
X
 
 
 
 
Travel for Faculty and Staff 5200-5202 See Travel Object Codes
X
 
X
 
 
Travel for non-employees 5206 5207 See Travel Object Codes
X
 
X
 
 
Travel for Students 5204 5205 5208 See Travel Object Codes
 
 
X
 
 
Travel, Airline tickets 5200 5202 5204 5205 5206 5207  See Travel Object Codes  ( Use Central Bill Account)
http://cms.business-services.upenn.edu/penntravel/about/faqs-and-helpful-information/29-travel-faqs.html#BT-7
 
 
X
 
 
Travel, Amtrak 5200 5201 5204 5206 5208 When purchasing Amtrak tickets, you may use a purchasing card or a Penn Travel Card
 
X
X
 
 
Travel, Hotels 5200 5202 5204 5205 5206 5207  See Travel Object Codes
 
 
X
 
 
Travel, Limo & Sedan Services  5202 5204 5205 5206 5207 5208 See Travel Object Codes
X
 
X
 
 
Typesetting Services 5264 External printing & publications. For printing & publications services
   provided by outside vendors.
X
 
 
 
Uniform Services 5339 External: Other Services. All other services rendered by an external corporate entity, not specifically identified elsewhere.
X
 
 
 
 
Uniforms 5249 Other/Miscellaneous Supplies – Supplies not separately identified above. 
X
 
 
 
 
Utilities: Electric 5410 Electric, Chilled Water 
X
X
 
 
 
Utilities: Gas 5413 Gas 
X
X
 
 
 
Utilities: Telephone 5260 External telecommunications costs.  Payments to outside carriers for telecommunications services (e.g., Verizon, MCI, AT&T, Sprint).
X
X
 
 
 
Utilities: Water 5412 Water & Sewer 
X
X
 
 
 
Vehicle Rental, Short Term: Departmental use 5253 Rentals/leases of vehicles, other than rental cars utilized for University travel
X
X
 
 
X
Veterinary Supplies 5228
5232
 5228 External Laboratory Supplies.  Laboratory supplies purchased from outside vendors for use in External research animal supplies – research animal supplies purchased from
 outside vendors (e.g. cages). To be used by ULAR, New Bolton Center
5232 External research animal supplies – research animal supplies purchased from
 outside vendors (e.g. cages). To be used by ULAR, New Bolton Center.
X
 
 
 
 
Video Productions 5339
5275
External: Other Services. All other services rendered by an external corporate entity, not specifically identified.External: photographicillustrative charges.  For photographic illustrative services.  
X
 
 
 
 
Visas   See Travel Object Codes
 
X
 
 
Water, Filtration Systems 5220 External Office Supplies - Supplies used in offices which are purchased from outside vendors (Office Depot, etc.). Examples: stationery, paper for duplication, pens, pencils, typewriter ribbons, print-wheels and fonts, water, coffee services.
X
 
 
 
 
Wearing Apparel, Penn Branded 5249 Other/Miscellaneous Supplies – Supplies not separately identified above. 
X
X
 
 
 
Web Design Services 5319
5339
5319 External: Other Professional Services: Payments to individuals
for services not specifically identified elsewhere, (e.g., skilled labor for a specified task, independent contractors etc.). Refer to Financial Policy #2319
5339 - External: Other Services. All other services rendered by an external corporate entity, not specifically identified elsewhere.
 
 
 
 
Wine & Spirits  (see Alcohol) 5214 Entertainment **expenses and all alcohol purchases in conjunction with entertainment
 related activities must be charged to 5214.
X
 
X
 
X

PDA Form Commodity Matrix

Product or Service Budget Object Code Object Code Name and Description
Cleaning Services: Individual 5319 External: Other Professional Services: Payments to individuals for services not specifically identified elsewhere, (e.g., skilled labor for a specified task,independent contractors etc.).
Refer to Financial Policy #2319
Computer Consulting: Individual 5306 External: Computer Consulting Services
Computer Programming: Individuals 5306 External: Computer Consulting Services
Consulting Services: Individual 5302 Management Consulting Services. Payment to an individual or organization for advisory services rendered (e.g., consulting by non-University professionals. Refer to Financial Policy #2319.
Honorarium: Individuals 5314 Honorarium. Payment intended to confer distinction or to symbolize respect, esteem or admiration for the recipient. Refer to Financial Policy #2319. NOTE: An honorarium is an unallowable charge against
a federal research contract or grant
Lecture Fees: Individuals 5313 Lecture Fee. Payment to an individual (non-employee) for the presentation of a dissertation, lecture or discourse before a class or an audience. Refer to Financial Policy #2319
Management Consulting Services: Individuals 5302 Management Consulting Services. Payment to an individual or organization for advisory services rendered (e.g., consulting by non-University professionals. Refer to Financial Policy #2319.
Photographic Services: Individual 5319 External: Other Professional Services: Payments to individuals for services not specifically identified elsewhere, (e.g., skilled labor for a specified task,independent contractors etc.). Refer to Financial Policy #2319
Postage 5269 External: postage
Professional Services: Individual 5319 External: Other Professional Services: Payments to individuals for services not specifically identified elsewhere, (e.g., skilled labor for a specified task,independent contractors etc.). Refer to Financial Policy #2319
Royalty - Individual 4919 Royalty – External Distributions
Telephone Services 5260 External telecommunications costs. Payments to outside carriers for telecommunications services (e.g., Verizon, MCI, AT&T, Sprint)
Utilities: Electric 5410 Electric, Chilled Water -Electricity invoice as paid to external provider.Raw costs for electricity and the electricity used to generate chilled water paid to external service providers such as PECO, and Community Energy.
Utilities: Gas 5413 Gas - Natural gas invoice as paid to external provider. Raw costs of natural gas paid to external service providers, such as Philadelphia Gas Works (PGW) and PECO
Utilities: Telephone 5260 External telecommunications costs. Payments to outside carriers for telecommunications services (e.g., Verizon, MCI, AT&T, Sprint) Payment for cell phone usage should be charged on the Purchsing Card.
Utilities: Water 5412 Water & Sewer - Domestic water invoice as paid to external provider. Raw costs for water and sewer paid to external service providers such as Water Revenue Bureau & Aqua PA.
request for payment to foreign supplier/foreign draft
request for payment via wire transfer
request for reimbursement of petty cash fund
request for payment of invoice to EDI supplier (closed PO)

For Complete PDA Form Processing Guidelines CLICK HERE

When planning a purchase from an external supplier, also utilize the various guides listed below to ensure use of the appropriate buying method and preferred supplier.

  • Purchasing Basics - Basic buying information that all BEN Buys users and MasterCard purchasing cardholders should know before making a purchase on behalf of the University.
  • Authorized Buying Methods - An overview of the University's approved buying methods for purchases from external suppliers.
  • Buying Decision Chart - A guide, indexed by supplier and commodity purchase type, designed to assist faculty and staff in determining the appropriate authorized buying method for products and services.
  • Supplier Selection Guide - Information on how to select a supplier for a purchase requirement and links to the various approved supplier lists.

Questions related to a product or service category that is not listed on the Commodity Matrix are to be directed to Purchasing Services. Questions related to the MasterCard Purchasing Card Program are to be directed to the Pcard Administrator.

Related Links

[ Commodity Matrix Home ] [ Buying Basics ] [ Policies ] [ Supplier Lists ]

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