| Expense Type | Purchasing Card | Travel and Hospitality Card | Additional Information |
|---|---|---|---|
| Advertising | ✔ |
| |
| Airfare |
| ✔ | |
| Car rentals |
| ✔ | |
| Conference registrations and fees | ✔ | ✔ | Payment is preferred on a T&H Card, unless declined due to merchant code controls. If T&H Card is declined, or you do not have a T&H Card, a P-Card may be used. |
| Educational materials | ✔ |
| |
| Flowers | ✔ | ✔ | |
| Food for research purposes | ✔ |
| Please reference the Food and Food Service Spend Categories by Commodity Area webpage for specific information. |
| Food as supplies (Example: candy for front desk or water bottles for community fridge) | ✔ | Food as a supply is not tied to a specific event or meeting. This would be items such as snacks for shared/common areas or grab‑and‑go snacks for visitors. The spend category should NOT be Hospitality Expenses SC10103. Please reference the Food and Food Service Spend Categories by Commodity Area webpage for specific information. | |
| Food/refreshments for events |
| ✔ | Hospitality expenses are tied to a specific event or meeting. The spend category should be Hospitality Expenses (SC10103). Please reference the Food and Food Service Spend Categories by Commodity Area webpage for specific information. |
| Gas for car rentals |
| ✔ | This does not include rentals from Iowa State Transportation Services. Gas for vehicles rented through Transportation Services should be paid with the WEX fuel card provided by Transportation Services. |
| Gas for lab or farm use | ✔ | ||
| Gifts and door prizes | ✔ | ||
| Gift cards (Restaurant or coffee shop) |
| ✔ | If purchased at a restaurant or coffee shop, the purchase will decline on the Purchasing Card due to blocked merchant codes. |
| Gift cards (Other) | ✔ | For information on Procurement Services Gift Card program, visit Purchasing Gift Cards. | |
| Goods, materials, supplies | ✔ |
| Use of the P-Card is intended only for items not available from University Stores or through cyBUY contract requisitioning (or other university contracts); or for low-cost items needed immediately. |
| Lodging (Hotel, Airbnb for Work) | ✔ | If securing lodging within the State of Iowa, all providers must be verified through the Iowa Office to Combat Human Trafficking Website. | |
| Meals during employee travel | ✔ | ||
| Meals for hospitality events | ✔ | ||
| Meeting room expenses | ✔ | ||
| Parking fees | ✔ | ||
| Professional dues/memberships | ✔ | ✔ | Professional dues/memberships are preferred on the Purchasing Card but may decline due to merchant code controls, so if you experience a decline, you can try on your Travel and Hospitality Card. |
| Promotional Items | ✔ | ||
| Repair, technical, rental services | ✔ | ||
| Subscriptions | ✔ |
This chart is not an exhaustive list. If your question isn't answered here or you need more information, please contact cardservices@iastate.edu.