Commercial Card Matrix
Account types and allowable charges
All charges must be for business purposes only, are subject to the Colorado Open Records Act, and must comply with all applicable rules, policies and procedures. Expense allowability does not guarantee reimbursement. Refer to the following links for more information.
| General list of common charges/expenses | Individually Billed Travel Card (not tax exempt) | Centrally Billed Travel Card (tax exempt) | OneCard (tax exempt) | Procurement Card (tax exempt) |
|---|---|---|---|---|
| ** Allowable types of expenses may be subject to individual agency policies, special provisions, waivers and/or mandatory purchasing rules | Individual joint/several liability, individually-billed card intended to support frequent individual business related travel expenses. Payment required within 59 days. Allowable types of charges may not be reimbursable expenses, refer to the State of Colorado Fiscal Rule, Chapter 5 Travel. | Corporate liability, centrally-billed, tax exempt card primarily intended to support travel related purchases for meetings, occasional travelers and guests of the State. Cards may be assigned to frequent travelers as approved by Program Administrator. Payment required within 30 days. | Corporate liability, centrally-billed, tax exempt integrated card used for small purchases (under $5000.00) of general merchandise and services and to support travel related purchases for meetings, occasional travelers, guests of the State and individual business travel as governed by state statutes, procurement and fiscal rules. All purchases must comply with agency policies and procedures. Payment required within 30 days. | Corporate liability, centrally-billed, tax exempt and used for small purchases (under $5000.00) of general merchandise and services as governed by state statutes, procurement and fiscal rules. All purchases must comply with agency policies and procedures. Payment required within 30 days. PCard is the appropriate method of payment for business related operating expenses. |
| Airfare, airline reservations | Yes | Yes | Yes | No |
| Airline Baggage Fees | Yes | Yes | Yes | No |
| Automotive Fluids only (oil, windshield wiper fluid) | No | No | Yes** | Yes** |
| Books, Periodicals | No | No | Yes | Yes |
| Bus, Passenger Rail, Mass Transportation | Yes | Yes | Yes | No** |
| Car Rental (travel related) | Yes | Yes | Yes | No |
| Cash Advance or cash-type transactions | Yes** | No | No | No |
| Catering, refreshments for meetings | No | Yes | Yes | Yes |
| Cell phone, pager equipment and services | No | No | Yes | Yes |
| Computers and hardware | No | No | Yes | Yes |
| Conference, Meeting Room Rental | No | Yes | Yes | Yes |
| Courier Services | No | No | Yes | Yes |
| Entertainment (hotel in-room movies, etc., may not be reimbursable) | Yes** | No | No | No |
| Entertainment (tickets, tours, etc.) | Yes | Yes | Yes | Yes |
| Equipment (purchase, lease, rent) | No | No | Yes | Yes |
| Fax Machines and supplies | No | No | Yes | Yes |
| Fines, late fees, penalties, interest, finance charges | No | No | Yes | Yes |
| Flowers, Greeting Cards | No | No | Yes** | Yes** |
| Food and Official Functions ( business related meetings) | No | Yes | Yes | Yes |
| Freight | No | No | Yes | Yes |
| Furniture (desks, tables, chairs, shelving, files, etc.) | No | No | Yes** | Yes** |
| Gas, Fuel | Yes** | Yes** | Yes** | Yes** |
| Gifts, donations, "awards incentives", gift cards | No | No | Yes** | Yes** |
| Janitorial Supplies | No | No | Yes | Yes |
| Leases and rentals for facilities, equipment, or deposits | No | No | Yes | Yes |
| Licensed or controlled substances (prescription, etc.) | No | No | Yes** | Yes** |
| Lodging, Hotels, Motels (event organization, business meeting related) | No | Yes | Yes | Yes** |
| Lodging, Hotels, Motels (travel related) | Yes | Yes | Yes | No |
| Maintenance Agreements | No | No | Yes | Yes |
| Meals, Restaurants (event organization, business meeting related) | No | Yes | Yes | Yes** |
| Meals, Restaurants (travel related) | Yes | Yes | Yes | No |
| Memberships | No | No | Yes | Yes |
| Office Supplies, Paper Goods, Envelopes, etc | No | No | Yes | Yes |
| Official Function (office party supplies or related items) | No | No | Yes | Yes |
| Parking Fees | Yes | Yes | Yes** | Yes** |
| Personal purchases or expenses (non-business related) | No | No | No | No |
| Photocopying, Printing | No | No | Yes** | Yes** |
| Postage, Overnight Mail | No | No | Yes | Yes |
| Printer toner cartridges | No | No | Yes | Yes |
| Promotional Items | No | No | Yes | Yes |
| Registration Fees (seminar, conference, training, etc.) | No | No | Yes | Yes |
| Roadside Assistance (Outside normal business hours only) | Yes** | Yes** | Yes** | No |
| Services (repairs, maintenance, labor, consulting, etc.) | No | No | Yes | Yes |
| Software, including hardcopy and downloadable | No | No | Yes | Yes |
| Subscriptions | No | No | Yes | Yes |
| Taxi, Shuttle | Yes | Yes | Yes** | No |
| Tips, Gratuity, Skycap Fees | Yes | Yes | Yes | No |
| Toll and Bridge Fees | Yes | Yes | Yes | Yes |
| Trailer Parks/Campsites | Yes | Yes | Yes | No |
| Travel Agency Fees | Yes | Yes | Yes | No |
| Tuition, Training Related Costs | No | No | Yes | Yes |