Goods & Services Guide

Cost of placing ad in specific media only (such as newspapers, magazines, TV, radio). Does not include other advertising costs. Compare with Advertising Services.

(Other than ad placement in media) -- graphic design, printing, layout, distribution costs for promotional items, brochures, flyers, etc. Compare with Advertisements.

Preferred method for booking is TravelUVA. For reimbursement, See FIN-004 - Travel Meals and Entertainment Policy.

Internal Service Provider Available Parking and Transportation. Contact Risk Management for additional requirements when selecting vendor. T&E Card use is approved if vendor will accept the card as payment, but charter contracts must be approved by PSDS through Purchase Requisition first.

For flight services through government entities such as Virginia Department of Aviation, use a payment voucher. 

Alcohol served on UVA grounds or at a University function involving students, requires additional approval. Submit the Request for Use of Alcoholic Beverages form. Alcohol must be paid using local funds. T&E Card may only be used to purchase alcohol from local grocery and ABC stores.

Policy requires a written waiver from the Chief of Police or designee before purchasing: https://uvapolicy.virginia.edu/policy/SEC-030 

Includes, but not limited to, original works of art such as paintings, drawings, limited edition prints or photographs, ceramics, sculptures, calligraphy, antiques, etc. FOR USE IN PUBLIC SPACES ONLY – never for individual faculty, staff, or student space.

Purchase, rental, or service of audio-visual equipment

For the purchase of an automobile or similar equipment.

See the Vehicle Rental page for additional information. IMPORTANT: 15 passenger van rentals are not allowed under Policy SEC-001:15 Passenger Vans. Compare with Limousine Rental.

Documentation of prior approval by UHR required. Submit the Recognition Award Request.

All gifts to employees that accumulate to $100 or more in a calendar year, or gift cards and gift certificates regardless of the amount must be reported to Human Resources as taxable income.

For all other types of awards, prizes, and gifts, see Gifts, Scholarships & Stipends, Honoraria

Plexi-glass protection guards, barriers, acrylic protection shields (sneeze guards), and other services are available at the unit’s cost.

Facilities Management is the recommended supplier for these items. This category is eva-exempt if purchased through Facilities Management. 

Please visit the Facilities Management’s COVID-19 product catalog  and schedule a COVID-19 design meeting and order by contacting:

Teresa Dillard, CC&R administrative manager

[email protected]

(434) 243-0366 

For bottled water served as part of a business or social event meal.

All bottled water purchases shall be made in accordance with University policy and Executive Order 77. Single-use plastic bottles are not allowed for purchase. For more information and alternative options, click here.

Important note for expenditure types:

• Only bottled water served as part of a business or social event meal is exempt from eVA fees. Use the expenditure type "Meals, Business".
• If bottled water is purchased from a grocery store, use "Supplies, Food & Drink"
• If water service is being purchased (machine rental, jugs, etc), use "Svcs, Bottled Water". For more information, see Water Service.
• If water is being delivered through a pipe as part of a utility, use "CIP-Svc Chg, Chilled Water" or "Svc Charge, Chilled Water." This is generally for use by Facilities Management only. 

Internal Source Available with Parking and Transportation Charter Bus Services. Contact Risk Management for additional requirements when not purchasing on contract.

Please contact a PSDS Buyer if a contract is required.

Departments must maintain documentation that justifies the meal's business purpose. See Food Purchases at UVA for more information.

This category is eVA-exempt only when documented as a Business Meal in the ExpenseUVA system. 

Payment vouchers are generally not to be used for business meals, except when reimbursing non-employee travel. See FIN‐004: Travel, Meals, and Entertainment Expenses Incurred on Behalf of the University for policies and procedures.

Domestic Per Diem Guide

International Per Diem Guide

Capital equipment should be purchased on a PO to be tagged as a business asset, which in turn allows the University to track the whereabouts of the equipment and assess the depreciation of the equipment’s value over time. This type of tagging/monitoring is difficult to accomplish when capital equipment is purchased on a T&E card. 

Capital equipment should also be purchased on a PO to ensure the University’s terms & conditions are accepted, which allows us to better manage returns/defects and supplier performance issues.

All food served must be from a limited, pre-defined menu developed with forethought by the hosting department, and must be ordered in advance.

https://www.epa.gov/pesticide-registration/list-n-disinfectants-use-against-sars-cov-2

Chemical disinfectants approved by EPA for use against SARS-CoV-2, including bulk, spray bottles, etc. 

These items can be purchased through the UVA Marketplace. 

For Faculty/Staff: 2 Cloth Face Coverings per employee will be provided by the University and have been distributed to building coordinators for faculty and staff. Please contact your building coordinator for more information.

• Departments are responsible for providing disposable masks to departmental visitors if necessary. For purchasing information, please see Masks. 

For Students: Cloth Face Coverings will be included in kits provided to students.

Departments may purchase this item for additional needs. These items can be purchased through the UVA Marketplace. 

Please see the "Face Coverings Compared: Homemade vs. Masks vs. Respirators" notice on the UVA Environmental Health and Safety Website for more information. 

For Surgical and n95 masks, please see Masks. 

Coffee services should only be purchased for waiting rooms or other non-employee use.

For media, licenses, technical support, maintenance agreements, etc. See the UVA Software page for more information.

Several expenditure types exist for this category depending on the equipment purchased. Use the search term "Software" in the Expenditure Type Search for help choosing the correct type. 

For computer hardware purchase, maintenance, and repair. Internal source available:  If you use Cavalier Computers, there is no requirement to seek competition.

Meeting space, banquet rooms, lodging rooms to be resold, and associated services such as catered meals and audio-visual equipment, etc., provided by a conference site as part of a package for a UVA-sponsored conference.

If contract is required it must be signed by PSDS. Attach contract to a buyer assist form in the UVA Marketplace to obtain signature.

NOT for individual travel or conference attendance.

All construction and renovation projects must be handled through Facilities Management.

Several expenditure types exist for this category depending on the equipment purchased. Use the search term "Consulting" in the Expenditure Type Search for help choosing the correct type. 

For contributions and donations made by the University. 

• Only local funds may be used
• Political or religious groups are not eligible
• Compare with Memorial Contributions'

Expenditure type guidance:

• If the contribution or donation is made to another public body or tax-exempt non-profit charitable organization, use "Contributions."
• Otherwise, use "Gifts, (non-cash)" or "Gifts (cash)"

For copier machine purchase or rental.

Internal Service Provider: UVA Printing & Copying Services

Note: The design and installation of basic safety signage will be centrally planned and managed to ensure consistency.

This includes: Hygiene signs, social distancing signs, banner, floor spacing reminders, decals, wall mounts

UVA Facilities Management is now providing COVID-19 safety and informational sign packages for University buildings. 

To ensure clear and consistent COVID-19 signage across Grounds as the University reopens to faculty, staff and students, Facilities Management will coordinate with each unit to provide signage design and installation.

Please visit the Facilities Management’s COVID-19 product catalog  and schedule a COVID-19 sign package design meeting and order by contacting:

Teresa Dillard, CC&R administrative manager

[email protected]

(434) 243-0366 

For use in public spaces only -- never for individual faculty, staff, or student space. Includes flowers, plants, posters, fine art reproductions, framing, etc.

For similar items purchased as gifts, see Gifts

For disposable gowns, aprons, etc.

These items can be purchased through the UVA Marketplace. 

For electrical parts, not construction.

For reimbursements see Expense UVA. Payment should be made via a Payment Voucher. Annual payments totaling over $600 may be reported on IRS form 1099

Speakers, lecturers, musicians, and performers.

See the Employee/Independent Contractor Classification Checklist form.

Golf outings, holiday parties, rides, games, amusements, etc.

Do not use expenditure type Svcs, Entertainers.

For express mail services, shipping services, and freight. 

Multiple contracts exist for this category. For information on how to increase your department's savings on express mail services, register for a new account, or modify an existing account, see Commodity In Depth: Shipping.

Clear plastic barrier that covers the face, various types of closures including hook and loop and velcro.

Current CDC guidance recommends using cloth face coverings for the general public. A face shield by itself does not meet CDC guidance.

These items can be purchased through the UVA Marketplace. 

Compare with Entertainers.

Do not use expenditure type "Svcs, Entertainers".

Purchase of floral arrangements for expression of sympathy and support upon death or hospitalization of employee, student, major donor, or their immediate family.

• Purchase may be made using local funds only.
• For purchases of floral arrangements for University spaces, please see Decor Items. 

For the purchase of food purchased from a local grocery store (when not in travel status).

• Compare with Business Meals
• See Food Purchases at UVA

Includes carpet, chairs, desks, etc.

Does not include lamps or other decor items.

Please see the Commodity In Depth: Furniture Guide for more information. 

Bulk, cylinder, and refrigerant, including propane.

T&E Card may only be used for purchases from Roberts Oxygen.

For the purchase of  diesel fuel, gasoline, or similar fuel consumed in the engines and motors of aircraft, motor vehicles, power equipment, and watercraft.

Purchase Orders may only be used for state or University-owned vehicles or equipment. 

The preferred method for purchasing gift cards is via National Gift Card in UVA Marketplace.

For gift cards or certificates given to University academic, UPG, or Medical Center staff:

• This benefit is subject to taxation
• In ExpenseUVA/ Chrome River, use the expense type "Employee Award Taxable" for Academic employees and "Gifts Non-Employee" for UPG or Medical Center Staff.
• This benefit must be requested in Workday. One Time Payment Request Tip Sheet. Taxation results from Workday entries, not Chrome River, for gifts/ gift cards.
• Gifts of any amount to students also require prior approval from Office of Student Financial Services

To properly account for gift cards, a log should be kept with the following information:

• List each gift card/gift certificate unique number, the recipient's name, and value (i.e. $10, $20, etc.) 
• Please note: If the card/certificate is for a specific type of good or service, at the time of purchase you must be able to assign an individual value per card/certificate.

See also Gifts.

Gifts to individuals NOT eligible for UHR's Employee Rewards & Recognition program.

• May only be purchased using local funds
• Dean/VP approval is required if over $600
• Gifts of any amount to students also require prior approval from Office of Student Financial Services
• Gifts to faculty that accumulate to $100 or more in a calendar year, or gift cards and gift certificates regardless of the amount, must be reported to Human Resources as taxable income. 

The procedures and limits for retirement gifts to University academic employees are at the discretion of each Major Budget Unit (MBU) or Vice President. Check with your area finance contact for your unit’s limits and procedures.

See also Gift Cards.

For nitrile, latex, and other gloves.

These items can be purchased through the UVA Marketplace. 

Update 9/30/2020

We are experiencing backorders on Nitrile Gloves from some of our suppliers at this time.  If you need to purchase Nitrile Gloves and are unable to source them, please contact Kristin Floyd at [email protected] to discuss purchasing options.

For most purchases from a local, state, or government entity, use a payment voucher. 

If the entity requires a contract or signed agreement, use a purchase order. 

An internal service provider is available through Printing & Copying Services.

• Compare with Art

>60% ethanol liquid, gel, foam

The University is providing hand sanitizer stands for all buildings on grounds.  Please coordinate additional requests with PSDS. Email our COVID response team.

The University has partnered with supplier Daycon to stock liquid hand sanitizer in all of the VMI closets for refilling the dispenser stanchions located at entrances/exits and elevators of buildings. If your department does not have a VMI program please coordinate with your FM building manager.

Alternatively, hand sanitizer may be purchased from suppliers:

TSRC Inc

Ferguson
Daycon

Charlottesville Sanitary Supply (T&E Card)

*When purchasing hand sanitizer please be aware of the FDA recall product listing found here: https://www.fda.gov/drugs/drug-safety-and-availability/fda-updates-hand-sanitizers-consumers-should-not-use#products

For insurance for students only.

To be paid to individuals only; UVA employees are not eligible.

• Dean/VP approval is required if greater than $2,000.
• Use Approval for Honoraria form.
• Compare with Gifts

Related Policies:

• FIN-002: Payment for Academic Services

• FIN-014: Honorarium Payments to Non-Employees Including Short-term, Non-Immigrant Alien Visitors

• HRM-025: Professional Service and External Consulting for University Staff Employees

IRB approval is required prior to purchase. Please see the appropriate IRB website to ensure IRB policies are followed.

See Commodity In-Depth: Human Subject Payments

An internal service provider exists for this category. Please contact Facilities Management for more information.

Several expenditure types exist for this category depending on the equipment purchased. Use the search term "Lab" in the Expenditure Type Search for help choosing the correct type. 

Compare with Furniture and Décor Items.

For University-owned items only.

T&E Card is the required purchase method for the contract vendor. 

Approval from the University General Counsel's Office is required in all cases.

New keys or replacement locks must be ordered through Facilities Management.

Facilities Management Lock and Key Services

UVA Key and Lock Policy

For lodging not in the Charlottesville area, TravelUVA is the recommended supplier. See Lodging Information for helpful information and regulations on travel lodging. 

An internal service provider exists for this category. Please contact University Mail Services for more information.

Do not use expenditure type "Svcs, U.S. Postal."

For Non-Medical 3-ply, Surgical 3-ply, KN95 and N95 Masks (Requires Fit Testing) and Communicator Masks:

• Non-Medical 3-ply: These items can be purchased through the UVA Marketplace. 
• Disposable masks: These items can be purchased through the UVA Marketplace. 
  • Departments are responsible for providing disposable masks to departmental visitors if necessary. 
• Biosafety Masks Compared
• For Communicator Masks (Clear or see-through) please contact Bright Ideas and inquire about item #118174 for purchase. Also, https://rn-wellness.com/ and payment with T&E card (competition rules apply on purchases exceeding $10k).

For reusable cloth face coverings, please see Cloth Face Coverings. 

These items can be purchased through the UVA Marketplace. 

Hospital or clinic services. For services not provided by a hospital or clinic, please see Medical and Dental Services (Non-Hospital, Non-Clinic).

Does not include medical supplies, equipment, or equipment service. 

For patient care services, other than hospital services and clinic services. For hospital or clinic services, please see Medical and Dental Services (Hospital or Clinic).

This commodity is eVA-exempt only if the provider is identifiable as an individual practitioner. Do not use the expenditure type "Svcs, Skilled, Other Preceptor."

Does not include medical supplies, equipment, or equipment service.

Do NOT use expenditure types "Svcs, Medical" or "Svcs, Dental"

For services of a physician giving practical experience and training to a medical student.

See also:

Medical and Dental Services, (Hospital or Clinic)

Medical and Dental Services, (Non-Hospital, Non-Clinic)

For membership in recreational or charitable groups, etc.

UVA funds may NOT be used for memberships in political or religious organizations.

Not for vendor discount clubs, recreational clubs, charitable or political groups, etc.

For University purchases only, not for individual use.

For expression of sympathy and support upon death of employee, student, major donor, or their immediate family. Compare with Contributions and Donations.

Only local funds can be used for this purchase.

This commodity is eVA exempt only for cash contributions.

Sanitary Disposable Microphone Covers

For day trips, mileage can be reimbursed only to the extent that the mileage incurred exceeds the traveler's normal daily commute.

For more information, see Planning and Paying for Travel. 

See Commodity in Depth: Employee Relocation for additional information

(Does not include Storage Facilities- see Storage Services)

Leases must be processed and signed by either the Director of Space and Real Estate Management of Facilities Management or by the Assistant Vice President for Finance

Exempt from eVA fees only if purchased from the University's strategic contract with The Supply Room Companies.

For more information, see Planning and Paying for Travel. 

Fees associated with commuting or employment.

See the Employee/Independent Contractor Classification Checklist form.

Do not use for plumbing services.

Purchase of certain items requires researcher registration with the US Drug Enforcement Agency (DEA). For the correct forms and templates, and for more information on purchasing controlled substances, see the VP for Research Controlled Substance Application & Renewal Process.

For electronic or print publications. Does not include subscriptions or journals. Includes books that remain University property, reprints, slide presentations, videos, films, and DVDs.

For electronic or print publications. Includes books that remain University property, reprints,  slide presentations, videos, films, and DVDs.

Does not include subscriptions and journals.

For laboratory use only.

All renovation and construction projects must be handled through Facilities Management. 

Sanitizer wipes are currently difficult to source, as the material used for EPA-approved Disinfectants for use against SARS-Cov-2 wipes is also used for other Personal Protection Equipment. 

Alcohol based wipes may be more readily available from various suppliers. Departments looking to purchase alcohol based disinfectant wipes please ensure that the surface the wipes are being used on is sanitized by other cleaning methods atleast 2x a day.

Alternatively the recommended spray disinfectant is available:

Daycon

Item #104055 DIVERSEY OXIVIR TB RTU CHERRYALMOND SCENT 5 GAL PAIL 24/PAL

Item #997557 BOTTLE 32OZ WHITE EMPTY

Item #997557 TRIGGER 28-400

Item #MB540A TORK M-FOLD TOWEL WHIT16/250/PK 4000/CS

Compare with Gifts and Honoraria. 

Payment vouchers require prior approval from Student Financial Services.

For rental of Storage Space.

Leases must be processed and signed by either the Director of Space and Real Estate Management of Facilities Management or by the Assistant Vice President for Finance.

For non-professional journals, and for subscriptions to professional or technical publications.

For more information, see Planning and Paying for Travel. 

T&E Card is the required payment method for CenturyLink service.

For information about contracts that University of Virginia users may access for business use, with pricing and sales representative contact information, please view Wireless Carrier Procurement Info. 

For cable television or other television service.

For the rental or purchase of non-camping/event tents. Obtain necessary permits per policy: SEC-013: Tent Use on University Property

For classes, workshops, conferences, or training provided by professional organizations, a vendor, or an individual. 

For actual meal cost (not per diem) incurred for overnight travel.

For more information, see Food Purchases at UVA. 

Domestic Per Diem Guide

International Per Diem Guide

For payments to University Foundations. Foundations will be eVA excluded if they have the correct vendor types in the UVA vendor file.

Does not include mailing services fees. 

(Piped-in Only) Electricity, Water, Natural Gas (not propane), Sewer

Does not include Telephone Service and Trash Collection. 

Machine rental, water jugs, or bottled water, usually as part of a water service. The University's strategic contract for this service is with The Supply Room Companies.

Important note for expenditure types:

• If bottled water is served as part of a business or social event meal, it is exempt from eVA fees. Use the expenditure type "Meals, Business".
• If bottled water is purchased from a grocery store, use "Supplies, Food & Drink"
• If water service is being purchased (machine rental, jugs, etc), use "Svcs, Bottled Water"
• If water is being delivered through a pipe as part of a utility, use "CIP-Svc Chg, Chilled Water" or "Svc Charge, Chilled Water." This is generally for use by Facilities Management only. 

Includes blinds, drapes and drapery, jabots, screens, shades, shutters, etc.