Sourcing Your Purchase

Understanding your purchasing options and limitations is a critical component to ensuring compliance with university policies and state and federal regulations. Requisitioners are required to understand purchasing rules prior to using University funds. Both internal and external sources are available to meet resourcing requirements for goods and services. It is prudent for requisitioners to consider all purchasing options prior to making a final purchasing decision.

Buying Internally

The University has several internal sources available to meet requirements for goods and services, which may cut down on cost and time to execution. Consider UVA internal resources before exploring externally sourced products and services.

Gently used University-owned property at the UVA ReUSE Store
Cavalier Computers, UVA's non-profit tech store
Full-service digital design, development, and hosting solutions from ITS Custom Applications and Consulting Services
Departmental gifts, promotional items, general books, clothing, computers, and more at the UVA Bookstore
Printing, copying, design, and mailing services at Printing & Copying Services
Research Core lab services supported by the School of Medicine
Maintenance, signage, recycling, and many more services from Facilities Management
Information Technology Services from ITS
Strategic and operational planning, process improvement, organizational effectiveness, and project/change management services from Organizational Excellence

Buying Externally

Consider an Existing Contract: The University, along with peer and State institutions and agencies provide access to cooperative agreements that improve buying power and lower costs to users. Purchasers are encouraged to leverage these agreements to achieve high value purchasing outcomes. These contracts offer:

The best prices negotiated on historical and forecasted University usage
Hassle-free purchasing. Using a contract vendor means that there's no need to obtain quotes, register a vendor, or check eVA status
Known, approved vendors. Vendor performance is monitored, and they have a vested interest in keeping all their University customers happy.

Identify New & Diverse Suppliers:

Depending on Guidelines for Competition and operational requirements, seeking external sources of supply not currently on contract may be needed. The Strategic sourcing team is available to help through the request for proposal (RFP) and request for information (RFI) processes.
Source New & Diverse Suppliers

Start a Request for Proposals or Information

Buying Externally

Questions or Need Help - AskFinance

If you need assistance or have questions please reach out to UVAFinance

Email:

AskFinance@virginia.edu

Phone:

(434) 924-3400

Send Invoices to

Suppliers should send PO invoices directly to Accounts Payable by PDF, by email at vendor-invoices@virginia.edu

Invoices must include a valid PO number on the header of the invoice, and a clearly-marked total.
- UVA PO numbers will fit one of the two naming conventions:
  - A 10-digit alpha-numeric code beginning with "PO-" and followed by a 7-digit number. If "PO-" exists, you must include that prefix on your invoice (e.g. PO-1234567).
  - A 7-digit numeric code with no prefix (e.g. 1234567).
Invoices must include an invoice number.
Invoices must be sent as PDF documents.
Statements shall not be submitted for invoice purposes.

Suppliers registered in PaymentWorks can view the status of their invoices in the Invoice section on their Profile page. If you are not registered in PaymentWorks, please contact askfinance@virginia.edu and we will send you an invitation to register. Until you are registered, please use our Invoice Lookup Tool for more information about your invoice.