Goods & Services Guide

Preferred: star icon
Allowed: check icon
Not Allowed: slash icon
Title Description Recommended Supplier eVA Exempt? T&E Card PO Voucher Reimbursement Requires PSDS Buyer
Academic Accreditation Fees
Preferred
Preferred
Allowed
Allowed
Allowed
Not Allowed
Academic Testing Services
Not Allowed
Allowed
Preferred
Not Allowed
Allowed
Allowed
Advertisements

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

Preferred
Preferred
Allowed
Allowed
Allowed
Allowed
Advertising Services

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

Not Allowed
Allowed
Preferred
Allowed
Allowed
Allowed
Air and Rail Tickets

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

Preferred
Preferred
Not Allowed
Allowed
Allowed
Allowed
Air Charter Service

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. 

Preferred
Allowed
Preferred
Allowed
Allowed
Preferred
Alcohol

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.

Not Allowed
Preferred
Allowed
Allowed
Allowed
Allowed
Ammunition

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

Not Allowed
Not Allowed
Not Allowed
Not Allowed
Not Allowed
Preferred
Art

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.

Not Allowed
Not Allowed
Preferred
Not Allowed
Not Allowed
Preferred
Audio-Visual Equipment

Purchase, rental, or service of audio-visual equipment

Not Allowed
Preferred
Preferred
Not Allowed
Allowed
Allowed
Automobile Purchase

For the purchase of an automobile or similar equipment.

Not Allowed
Allowed
Preferred
Not Allowed
Not Allowed
Not Allowed
Automobile Rental

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.

Preferred
Preferred
Not Allowed
Not Allowed
Allowed
Allowed
Awards

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

Preferred
Preferred
Preferred
Allowed
Allowed
Allowed
Barriers and Plexi-Glass Protection Guards

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

tw5g@virginia.edu

(434) 243-0366 

 

Preferred
Not Allowed
Preferred
Not Allowed
Not Allowed
Not Allowed
Bottled Water (Individual Servings)

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. 
Preferred
Preferred
Allowed
Not Allowed
Allowed
Allowed
Bus Charter Service

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.

Preferred
Preferred
Allowed
Not Allowed
Allowed
Not Allowed
Business Meals

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 Workday Expenses. 

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

Preferred
Preferred
Not Allowed
Not Allowed
Preferred
Allowed
Cable Television
Not Allowed
Allowed
Preferred
Not Allowed
Allowed
Allowed
Capital Equipment

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.

Allowed
Not Allowed
Preferred
Not Allowed
Not Allowed
Allowed
Carpet
Not Allowed
Not Allowed
Allowed
Not Allowed
Not Allowed
Preferred
Catering

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

Not Allowed
Preferred
Preferred
Not Allowed
Not Allowed
Allowed
Chemical and Aerosol Disinfectants

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

Not Allowed
Preferred
Preferred
Not Allowed
Not Allowed
Allowed
Cleaning Supplies
Not Allowed
Allowed
Preferred
Allowed
Allowed
Allowed
Cloth Face Coverings

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

Not Allowed
Allowed
Preferred
Not Allowed
Allowed
Not Allowed
Coffee Service

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

Not Allowed
Allowed
Preferred
Not Allowed
Allowed
Allowed
Computer Software

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. 

Not Allowed
Preferred
Preferred
Not Allowed
Not Allowed
Preferred
Computers

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

Not Allowed
Allowed
Preferred
Not Allowed
Allowed
Allowed
Conference Packages and Conference Space

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.

Preferred
Preferred
Preferred
Not Allowed
Allowed
Preferred
Construction

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

Allowed
Not Allowed
Not Allowed
Not Allowed
Not Allowed
Not Allowed
Consulting

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. 

Not Allowed
Allowed
Preferred
Not Allowed
Not Allowed
Preferred
Contributions and Donations

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)"
Preferred
Preferred
Not Allowed
Allowed
Not Allowed
Allowed
Copier

For copier machine purchase or rental.

Not Allowed
Not Allowed
Preferred
Not Allowed
Not Allowed
Allowed
Copying Services

Internal Service Provider: UVA Printing & Copying Services

Allowed
Preferred
Preferred
Allowed
Allowed
Allowed
Copyright Fees
Preferred
Preferred
Allowed
Allowed
Allowed
Preferred
COVID Signs, Stickers, Floor Decals

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

tw5g@virginia.edu

(434) 243-0366 

Preferred
Not Allowed
Not Allowed
Not Allowed
Not Allowed
Not Allowed
Data Processing Services
Not Allowed
Allowed
Preferred
Not Allowed
Allowed
Allowed
Decor Items

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

Not Allowed
Preferred
Preferred
Not Allowed
Allowed
Allowed
Disposable Gowns

For disposable gowns, aprons, etc.

These items can be purchased through the UVA Marketplace

Not Allowed
Allowed
Preferred
Not Allowed
Not Allowed
Not Allowed
Dry Ice
Not Allowed
Allowed
Preferred
Not Allowed
Allowed
Allowed
Electrical Parts

For electrical parts, not construction.

Not Allowed
Allowed
Preferred
Not Allowed
Allowed
Allowed
Employee Payments Non-Payroll

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

Preferred
Not Allowed
Allowed
Preferred
Not Allowed
Not Allowed
Entertainers

Speakers, lecturers, musicians, and performers.

See the Employee/Independent Contractor Classification Checklist form.

Preferred
Preferred
Allowed
Allowed
Not Allowed
Allowed
Entertainment

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

Do not use expenditure type Svcs, Entertainers.

Not Allowed
Not Allowed
Preferred
Allowed
Not Allowed
Allowed
Equipment Maintenance
Not Allowed
Allowed
Preferred
Allowed
Allowed
Allowed
Express Mail Services

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.

Not Allowed
Preferred
Allowed
Not Allowed
Allowed
Allowed
Face Shields

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

 

Not Allowed
Allowed
Preferred
Not Allowed
Not Allowed
Allowed
Facilitators and Workshop Leaders

Compare with Entertainers.

Do not use expenditure type "Svcs, Entertainers".

Not Allowed
Allowed
Preferred
Allowed
Not Allowed
Allowed
Film and Film Processing
Not Allowed
Preferred
Preferred
Allowed
Allowed
Allowed
Firearms
Not Allowed
Not Allowed
Not Allowed
Not Allowed
Not Allowed
Preferred
Floral Arrangements

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
Not Allowed
Preferred
Preferred
Allowed
Allowed
Allowed
Food

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

Not Allowed
Preferred
Allowed
Allowed
Allowed
Allowed
Furniture

Includes rugs, chairs, desks, etc.

Does not include lamps, carpet, or other decor items.

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

 

Not Allowed
Allowed
Preferred
Allowed
Allowed
Preferred
Gases

Bulk, cylinder, and refrigerant, including propane.

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

Not Allowed
Preferred
Preferred
Allowed
Allowed
Allowed
Gasoline and Oil

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. 

Preferred
Preferred
Preferred
Not Allowed
Allowed
Allowed
Gift Cards or Certificates

The preferred method for purchasing gift cards is via National Gift Card in UVA Marketplace. They may also be purchased using a T&E card. University employees are not allowed to purchase gift cards with personal funds and seek reimbursement.

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

  • This benefit is subject to taxation
  • In Workday Expenses, use the expense item "Employee Award Taxable" or "Human Subject Payment" (whichever is appropriate) for Academic employees, UPG, or Medical Center employees. 
  • Gifts of any amount to students also require prior approval from the Office of Student Financial Services

For gift cards or certificates given to non-employees:

  • In Workday Expenses, use the expense item "Gift Card Non-Employee" or "Human Subject Payment" (whichever is appropriate) 

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.

Not Allowed
Allowed
Preferred
Allowed
Not Allowed
Allowed
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 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.

Not Allowed
Preferred
Preferred
Allowed
Allowed
Allowed
Gloves

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 kaf4b@virginia.edu to discuss purchasing options.

Not Allowed
Allowed
Preferred
Not Allowed
Allowed
Not Allowed
Government Entity

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. 

Preferred
Allowed
Allowed
Preferred
Allowed
Allowed
Graphic Art & Design Services

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

  • Compare with Art
Not Allowed
Allowed
Preferred
Allowed
Not Allowed
Allowed
Hand Sanitizer

>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

Not Allowed
Not Allowed
Preferred
Not Allowed
Not Allowed
Not Allowed
Hardware Supplies
Not Allowed
Preferred
Preferred
Allowed
Allowed
Allowed
Health Insurance

For insurance for students only.

Preferred
Not Allowed
Not Allowed
Not Allowed
Preferred
Not Allowed
Honoraria

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

Related Policies:

Preferred
Not Allowed
Not Allowed
Preferred
Not Allowed
Not Allowed
Human Subject Payments

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

Preferred
Allowed
Allowed
Preferred
Not Allowed
Allowed
Interior Design Services

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

Not Allowed
Not Allowed
Preferred
Not Allowed
Not Allowed
Preferred
Internet Service Provider
Not Allowed
Preferred
Preferred
Not Allowed
Not Allowed
Allowed
Laboratory Supplies

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. 

Not Allowed
Allowed
Preferred
Allowed
Allowed
Allowed
Lamps

Compare with Furniture and Décor Items.

Not Allowed
Allowed
Preferred
Allowed
Allowed
Allowed
Laundry and Dry Cleaning

For University-owned items only.

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

Not Allowed
Preferred
Preferred
Allowed
Allowed
Allowed
Legal Fees

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

Not Allowed
Not Allowed
Preferred
Not Allowed
Not Allowed
Preferred
Limousine Rental
Preferred
Preferred
Allowed
Allowed
Allowed
Allowed
Locks/Keys

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

Facilities Management Lock and Key Services

UVA Key and Lock Policy

Allowed
Not Allowed
Not Allowed
Not Allowed
Not Allowed
Not Allowed
Lodging

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

Preferred
Preferred
Allowed
Allowed
Preferred
Preferred
Mailing Services

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."

Not Allowed
Not Allowed
Preferred
Not Allowed
Not Allowed
Allowed
Masks

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

 

Not Allowed
Allowed
Preferred
Not Allowed
Allowed
Allowed
Medical and Dental Services (Hospital or Clinic)

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. 

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

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.

 

 

Allowed
Preferred
Allowed
Allowed
Not Allowed
Allowed
Medical and Dental Supplies

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

Not Allowed
Not Allowed
Preferred
Not Allowed
Not Allowed
Allowed
Medical Services, Preceptor

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)

Preferred
Allowed
Allowed
Allowed
Allowed
Allowed
Memberships to Non-Professional Groups

For membership in recreational or charitable groups, etc.

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

Not Allowed
Preferred
Preferred
Preferred
Allowed
Allowed
Memberships to Professional Organizations

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

Preferred
Preferred
Not Allowed
Allowed
Allowed
Allowed
Memberships to Suppliers' Discount Clubs

For University purchases only, not for individual use.

Not Allowed
Not Allowed
Allowed
Not Allowed
Not Allowed
Allowed
Memorial Contributions

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.

 

Preferred
Preferred
Preferred
Preferred
Not Allowed
Allowed
Microphone Covers

Sanitary Disposable Microphone Covers

Not Allowed
Not Allowed
Preferred
Not Allowed
Not Allowed
Not Allowed
Mileage

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 What Is the Current IRS Mileage Rate?

Preferred
Not Allowed
Not Allowed
Not Allowed
Preferred
Not Allowed
Moving and Relocation Services

See Commodity in Depth: Employee Relocation for additional information

Not Allowed
Not Allowed
Allowed
Not Allowed
Not Allowed
Preferred
Office Space (Leases)

(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

Preferred
Preferred
Not Allowed
Preferred
Not Allowed
Allowed
Office Supplies

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

Allowed
Preferred
Preferred
Not Allowed
Allowed
Allowed
Parking and Tolls

For more information, see Planning and Paying for Travel

Preferred
Preferred
Not Allowed
Not Allowed
Preferred
Not Allowed
Parking Lot Rental Fees

Fees associated with commuting or employment.

Not Allowed
Not Allowed
Not Allowed
Not Allowed
Not Allowed
Not Allowed
Photography Services

See the Employee/Independent Contractor Classification Checklist form.

Not Allowed
Not Allowed
Preferred
Not Allowed
Not Allowed
Allowed
Plumbing Supplies

Do not use for plumbing services.

 

Not Allowed
Not Allowed
Preferred
Not Allowed
Not Allowed
Allowed
Prescription Drugs

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.

Not Allowed
Not Allowed
Not Allowed
Not Allowed
Not Allowed
Preferred
Printing Services
Not Allowed
Allowed
Preferred
Not Allowed
Allowed
Allowed
Publications

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

Not Allowed
Preferred
Preferred
Not Allowed
Allowed
Allowed
Publications

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

Does not include subscriptions and journals.

Not Allowed
Preferred
Preferred
Not Allowed
Allowed
Allowed
Radioactive Materials
Not Allowed
Not Allowed
Not Allowed
Not Allowed
Not Allowed
Preferred
Refrigerators

For laboratory use only.

Not Allowed
Allowed
Preferred
Not Allowed
Not Allowed
Allowed
Renovation Services

All renovation and construction projects must be handled through Facilities Management

Allowed
Not Allowed
Not Allowed
Not Allowed
Not Allowed
Not Allowed
Royalties
Preferred
Preferred
Not Allowed
Preferred
Not Allowed
Not Allowed
Sanitizer Wipes

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

Not Allowed
Preferred
Preferred
Not Allowed
Allowed
Allowed
Scholarships and Stipends

Compare with Gifts and Honoraria

Payment vouchers require prior approval from Student Financial Services.

Preferred
Not Allowed
Not Allowed
Preferred
Not Allowed
Not Allowed
Security Systems and Guards
Not Allowed
Not Allowed
Not Allowed
Not Allowed
Not Allowed
Preferred
Storage 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.

Preferred
Preferred
Not Allowed
Not Allowed
Not Allowed
Not Allowed
Subscriptions, Electronic or Print

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

Not Allowed
Preferred
Allowed
Allowed
Allowed
Allowed
Taxi

For more information, see Planning and Paying for Travel

Preferred
Preferred
Not Allowed
Not Allowed
Preferred
Not Allowed
Telephone Service - Landline

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

Not Allowed
Preferred
Allowed
Not Allowed
Allowed
Allowed
Telephone Service - Wireless

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

 

Preferred
Preferred
Allowed
Not Allowed
Allowed
Not Allowed
Television and Video Production Services
Not Allowed
Not Allowed
Preferred
Not Allowed
Not Allowed
Preferred
Television Service

For cable television or other television service.

Not Allowed
Allowed
Preferred
Not Allowed
Allowed
Allowed
Tents

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

Not Allowed
Not Allowed
Preferred
Not Allowed
Not Allowed
Preferred
Training

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

Preferred
Preferred
Allowed
Not Allowed
Allowed
Allowed
Trash Collection
Not Allowed
Not Allowed
Preferred
Not Allowed
Not Allowed
Preferred
Travel Insurance
Preferred
Preferred
Not Allowed
Not Allowed
Preferred
Not Allowed
Travel Meals

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

Preferred
Preferred
Allowed
Not Allowed
Preferred
Not Allowed
University Foundation Payments

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

Preferred
Preferred
Not Allowed
Preferred
Not Allowed
Not Allowed
US Postage

Does not include mailing services fees

Preferred
Preferred
Not Allowed
Allowed
Allowed
Allowed
Utilities

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

Does not include Telephone Service and Trash Collection

Preferred
Allowed
Preferred
Allowed
Not Allowed
Allowed
Water Service

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. 
Not Allowed
Not Allowed
Preferred
Allowed
Allowed
Allowed
Web Design Services
Not Allowed
Not Allowed
Preferred
Not Allowed
Not Allowed
Not Allowed
Window Treatments

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

Not Allowed
Not Allowed
Preferred
Not Allowed
Not Allowed
Preferred