Goods & Services Guide

Accreditation fees. Not to be confused with Membership Fees (SC0165) or Professional Licenses Fees (SC0166)

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

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 Risk MGMT and PSDS. For flight services through government entities such as Virginia Department of Aviation: use a PO. See PRM-001: Use of University Airplane or Private Air Transportation Service.

Alcohol served on UVA grounds or at a University function involving students requires additional approval. Submit the Request for Use of Alcoholic Beverages [https://studentaffairs.virginia.edu/alcohol] form. Alcohol must be paid for using local funds. T&E Card may only be used to purchase alcohol from local grocery and ABC stores. Policy: STU-001: Use of Alcoholic Beverages and Prohibition of Other Drugs (https://uvapolicy.virginia.edu/policy/STU-001)

Policy requires a written waiver from the Chief of Police or designee before purchasing.

Purchase: rental: or service of audio-visual equipment. Audio-visual equipment should be Energy Star-certified to reduce operating costs and conserve energy.

Before purchasing, discuss with Emergency Preparedness for proper placement of the unit, correct unit specification, and inclusion on UVa maps. email the department, aed@virginia.edu 
 

For the purchase of an automobile or similar equipment that will need a license plate. Contact UVA FM Fleet for additional support.

See the Vehicle Rental page for additional information. Review policy PRM-014: Use and Management of University Vehicles for 12 & 15 passenger van rentals

All bottled water purchases shall be made in accordance with the University’s Single-use Plastics Requirements [https://sustainability.virginia.edu/single-use-plastics]. Single-use plastic water bottles (up to and including 34 ounces) should not be purchased with UVA funds. Important note for spend categories: 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 John Gerding from Facilities Management only. See Also: Water Service

Purchases of cadavers are exempt from competition per the Guidelines for Competition Special Case Exemptions #13.
 

Capital equipment includes items such as complex and high cost laboratory, research, and industrial products. Examples include but are not limited to: microscopes, centrifuges, spectrometers, telescopes, projectors, turbines, motors, etc. Reporting requirements mandate that capital equipment 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. Any one item with a total per unit value exceeding $5000 is considered capital equipment. Capital equipment should 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. Refer to policy FIN-034: Accounting Requirements for Equipment Assets. If you’re considering purchasing capital equipment for your laboratory, avoid buying duplicative equipment by utilizing UVA Core Facilities or sharing with neighbors. When possible, equipment should be Energy Star-certified and/or Water Sense-certified to reduce operating costs and conserve resources.

Catering is the activity of providing food and drink for a group of people: typically with services such as setup: staffing: and cleanup included. All food served must be from a limited: pre-defined menu developed with forethought by the hosting department: and must be ordered in advance. All catering orders shall be made in accordance with the University’s Single-use Plastics Requirements [https://sustainability.virginia.edu/single-use-plastics]. UVA funds should not be used to purchase: distribute: or sell: Single-use plastic and polystyrene food service containers (plates: cups: bowls: and hinged containers) Single-use disposable plastic straws and cutlery (straws: forks: spoons: knives: and stirrers) Event planners are encouraged to request reusable and/or compostable materials when placing catering orders.A20

Catering is the activity of providing food and drink for a group of people: typically with services such as setup: staffing: and cleanup included. All food served must be from a limited: pre-defined menu developed with forethought by the hosting department: and must be ordered in advance.

Includes the purchase of endpoint computer hardware: components (such as a graphics card or replacement CPU): and peripherals (mouse and keyboard, webcam, etc.) All computer equipment should be Energy Star- certified to reduce operating costs and conserve energy.

Includes the purchase of maint+A22enance and repair for computing hardware. Internal service providers: such as the MyIT help desk and Cavalier Computers do not have requirements for competition.

Software purchases for device-based software and applications: to include operating system software. *NOTE: For web-based software licenses and subscriptions: use the expense item Software Licenses & Subscriptions (SaaS & Cloud).  *NOTE: Dedoose is not eligible for reimbursement. See University of Virginia Library policy here. 

Meeting space: banquet rooms: lodging: 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. NOT for individual travel or conference attendance.

Handled by Facilities Management. Start the process by entering a service request. 

For contributions and donations made by the University. Only local funds may be used. Political or religious groups are not eligible. See Also: Memorial Contributions

For copier machine purchase or rental. Copiers: printers and multifunction devices should be Energy Star- certified to reduce operating costs and conserve energy.

Internal Service Provider: UVA Printing & Copying Services

For use in public spaces only - never for individual faculty, staff, or student spaces. Includes lamps, flowers, plants, posters, fine art reproductions, framing, etc. For similar items purchased as gifts, see Gifts. Note that lamps should be LED type and not contain any mercury. More information about efficient lighting products and practices can be found in UVA’s Green Building Standards section 8.1.1.2 or by contacting the UVA Office for Sustainability.

Dry ice is regulated by the U.S. Department of Transportation (USDOT) and/or international agencies (IATA: ICAO). Requirements vary depending upon the material: the mode of transportation: the commercial carrier: and the destination. Please refer to the UVA EHS website for additional information.

Speakers: lecturers: musicians: and performers. See the Employee/Independent Contractor Classification Checklist form.

Team outings: holiday parties: rides: games: amusements: etc. Do not use spend category Svcs: Entertainers.

Purchase of floral arrangements for an expression of sympathy and support upon death or hospitalization of an 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. -If flowers are for an employee and are not for sympathy, they are taxable if the value exceeds $100 and should be expensed under the Expense Item, Employee Award Taxable. Delivery fees are not taxable. Please split the transaction so the recipient is not taxed for delivery fees.

The purchase of food and non-alcoholic beverages from local shops or grocery stores (when not in travel status). Compare with the various Meals categories. See also: Alcoholic Beverages. See Food Purchases at UVA.

Gift cards or certificates may be purchased using a T&E card. University employees are not allowed to purchase with personal funds and seek reimbursement.

Gift cards/certificates are subject to taxation. For gift cards/certificates given to University academic, UPG, or Medical Center staff - in Workday Expenses use the expense item "Employee Award Taxable" or "Human Subject Payment" (whichever is appropriate). For gift cards/certificates given to student and non-employees - in Workday Expenses use the expense item "Gift Card Non-Employee" or "Human Subject Payment" (whichever is appropriate). Gifts of any amount to students require prior approval from the Office of Student Financial Services. To properly account for gift cards/certificates a log should be kept with the following information: each gift card/certificate’s unique number and value (eg $10, $20, etc.), the recipient's full name, address, and SSN. This must be submitted to Accounts Payable by the end of each year. Please note: If the card/certificate is for a specific good or service, at the time of purchase you must be able to assign a monetary 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 the Office of Student Financial Services -Gifts to faculty exceeding $100 in a calendar year or gift cards and 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.

Minor items such as nails: fasteners: caulk:etc

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

Internet Service Providers (ISPs) provides services for accessing and using the internet. Regional ISPs servicing the Charlottesville area include but are not limited to Comcast (broadband cable internet): Ting (fiber internet): and wireless carriers.

Laboratory supplies are tools: instruments: and supplies used in scientific research and experiments across Grounds. Specific products may include glassware: chemicals: reagents: pipettes: centrifuges: and microscopes. This category does not include Capital Equipment. Refer to UVA’s Guide to Stocking a Sustainable Lab to learn about the ACT Label and other tools to support purchasers.

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

Chauffeured transportation services. Please see "Taxi/Rideshare/Car Services" on the Travel Contracts page.

For hotel lodging TravelUVA is the recommended Supplier For local hotel lodging within Charlottesville: see our Travel Contracts page. 

For hotel lodging TravelUVA is the recommended Supplier For local hotel lodging within Charlottesville: see our Travel Contracts page. Alternative lodging, such as Airbnb, VRBO, etc. cannot be paid for with a T&E card and should be paid personally and then reimbursed.

See Food Purchases at UVA for information on types of meals. Department's must maintain documentation that justifies the meal's business purpose. This category is eVA-exempt only when documented as a Business Meal in Workday Expenses. See FIN-004 Travel, Meals, and Entertainment Expenses Incurred on Behalf of the University for policies and procedures. Please note: companion meals with no bona fide business purpose are taxable to the cardholder/person paying for the expense.

Meals purchased for non-athletic Student Groups while traveling.

For meals/food purchased while in travel status. Employees may claim either Per Diems or Actual Meals / Day Trip Meals. Non-employees may only claim Actual Meals. See also: Meals: Business See Food Purchases for information on all types of meals. See FIN-004 Travel, Meals, and Entertainment Expenses Incurred on Behalf of the University for policies and procedures.

Medical services provided by nurses: physicians and similar health care professionals: including materials and supplies

Medical and dental supplies are tools: instruments: and supplies used by healthcare professionals and laboratories. Specific products include dental hand instruments: plaster: drills: amalgams: cements: and other implements. This category does not include Capital Equipment: and should not be used with spend categories "Services: Medical" or "Services: 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)

Memberships to non-professional groups and organizations. UVA funds may NOT be used for memberships in political or religious organizations.

Expenses for memberships to professional organizations

For expression of sympathy and support upon death of employee: student: major donor: or their immediate family. Only local funds can be used. This commodity is eVA exempt only for cash contributions. See Also: Contributions and Donations.

It is at the department's discretion to determine the origin location (individual's house vs. workplace) to calculate mileage when driving a personal vehicle. -For more information, see this site. 

​​​​​​If Human Resources extends Moving and Relocation expenses as part of an employee’s offer letter, they will receive a Moving Agreement to execute.  In compliance with IRS regulations, all payments by the employer are made through the University’s Accounts Payable Department, minus applicable taxes.  If employees use one of the University’s contracted moving companies, the amount paid directly to the moving company will be deducted from the moving agreement allotment before the payroll check is disbursed.  If the employee pays for their move, the entire amount agreed upon in the moving agreement is disbursed through the University’s Accounts Payable Team, minus taxes.  If Moving and Relocation expenses are not included in your employment offer, departments cannot pay moving expenses. For more information, reference the Moving & Relocation Information on the HR website or the Employee Relocation Guide on the UVAFinance website.

Expenses of a tenant for the use of a structure or part of a structure

Parking fees incurred while traveling on official University business. Commuter parking fees are not an allowable expense. Parking fines are not an allowable expense

PPE refers to protective clothing: hard hats: footwear: gloves: face shields: goggles: facemasks: or other related materials designed to protect the wearer from either the spread of infection or personal injury in the workplace. For lab PPE guidance: refer to the UVA EHS website. For updates related to the COVID-19 pandemic: UVA posts content here.

Postage. Does not include mailing services fees.

Prescription drugs are medications that can only be obtained with a prescription from a licensed healthcare provider. 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. Includes books that remain University property: reprints:  slide presentations: videos: films: and DVDs. Does not include subscriptions and journals.

Lab refrigerators are cold storage equipment used in the University's scientific and healthcare environments. They are used to store and protect temperature-sensitive products: samples: specimens: chemicals: drugs: solutions: and other substances that require a defined: internal storage temperature. When possible: lab refrigerators should be Energy Star-certified to ensure efficient use of resources. Visit the UVA Green Labs website to learn more about resources to support cold storage management in your lab.

Compare with Gifts and Honoraria and Fellows

Professional services such as translators: tour guides: photographers: etc: within the U.S.

Professional services such as translators: tour guides: photographers: etc: outside of the U.S.

Software term licenses: to include Software-as-a-Service licenses: and web-based software subscriptions. IT Compliance recommends all third-party vendors with access to UVA data be reviewed; this includes both cloud software suppliers and consultants (this includes consultants accessing data which does not leave UVA). For more information: refer to the IT Compliance site. *NOTE: For software & applications that will be installed on your device: please use the expense item, Computer Software & Applications (Installed).

Subscription fees for journals: publications: databases: and other access paid for material (print or electronic)

Includes taxi: rideshare: shuttle service.

T&E Card is the required payment method for landline telephone service. Note: New employees may be provided with VoIP (Voice over Internet Protocol) service instead of a physical handheld device.

For information about contracts that UVA users may access for business use on mobile devices with pricing and sales representative contact information,  please review Wireless Carrier Procurement Info.

Cell phones may be purchased and expensed if the equipment is procured for business use. An associated Cell Phone Agreement is available for department use.

Television services include but are not limited to: traditional offerings like satellite: cable: and fiber TV; as well as live TV and on-demand streaming.

Television and Video Production Services.

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

Tolls paid while traveling on official University business. EZ Pass or other Toll Pass programs are an allowable expense. Toll fines incurred are not an allowable expense.

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

Employees registered on the International Travel Registry [https://iso.virginia.edu/faculty-staff-travel] will be provided with International Health & Emergency Assistance Insurance [https://uvafinance.virginia.edu/node/6356] coverage through CISI. Additional travel insurance may be purchased if desired. Please note: travel insurance is often needed to obtain a visa for international travel.

Tuition reimbursements should be submitted through HR using the Education Benefit Request in Workday using Central or Departmental funds. Tuition is not allowed to be reimbursed on an expense report. For more information can be found here.

Web design services include user research: testing: customer journey mapping: content strategy: information architecture: wireframing and prototyping: UI design: etc.