Amazon Purchasing FAQs
- General Purchasing Guidelines
Who is eligible to make purchases through Amazon Business at UVA?
All UVA users have access to the UVAMarketplace. However, to make purchases, you must have the Procurement Shopper security role. If you do not have this role, you can still shop in UVAMarketplace, then assign your cart to a fellow employee with the role to check out for you.
If desired, you can gain the Procurement Shopper security role by submitting a System Access Request in Workday.
Please remember to update your Work Space , then you should be good to go!
Can I keep my separate Amazon Business account?
No, all university-related purchases should be made through the centralized account.
Are there spending limits or budget codes I need to be aware of when ordering?
There are no spending limits when using the Amazon Business Punchout. If you need to order in bulk, please consider using our bulk purchasing tool. Details regarding the use of Amazon’s Bulk Ordering Tool can be found starting on page 14 of the UVA Amazon Requisitioner Training. If purchasing with a T&E card, the purchase cannot exceed the credit allowance on your T&E card.
Can Amazon Business purchases be made using grant or research funds?
Yes, using the Amazon Business Punchout, you can make purchases using grant or research funds.
What categories of items are allowable for purchase through this channel?
Our current list of restricted and blocked goods is below. Restricted categories indicate that UVA contract vendors are preferred over Amazon. Blocked categories indicate the inability to purchase.
- Restricted: IT Hardware & Software, Gift Cards
- Blocked: Alcoholic beverages, drugs and pharmaceutical products, debarred sellers.
- Workflow & Approval
Do I need supervisor or budget office approval before placing an order?
That depends: if you do not have the Procurement Shopper role, you’ll need to assign your cart to a fellow employee who does have this role. You can gain Procurement Shopper roles by submitting a System Access Request in Workday.
Can I create a cart and assign it to another person for processing?
Yes! Here's how: Create and Assign a Cart QRG
Does using the Amazon Business Punchout slow down delivery?
The Punchout has built-in workflow approvals that protect the University. Orders are not sent to Amazon until fully approved in Workday. Most punchout orders are approved within one business day. If you're concerned about your order not being approved quickly, please reach out directly to your approver with a friendly reminder.
- Compliance & Internal Policies
What purchasing policies or guidelines apply when using Amazon Business?
Standard University purchasing guidelines apply to all university purchases. We encourage the use of the Punchout for local orders and the T&E Card for non-local shipments.
How do I purchase Gift Cards?
If purchasing from Amazon, you must use a T&E card; gift cards cannot be purchased via the Punchout/invoice process.
- Receipts & Reconciliation
How do I retrieve receipts and invoices for reconciliation or audit purposes?
If the Punchout is used, there is no need to attach a receipt/invoice. If the T&E card is used, attach the receipt to the expense report by accessing ‘My Orders’ in Amazon.
- Support & Troubleshooting
Who can I contact within the University for help with Amazon Business purchases?
For administrative questions regarding the Amazon Business account and help with shipping address instructions, please contact [email protected].
For inquiries regarding shipping updates, products, refunds, returns, etc, please reach out to Amazon’s Customer Service: (866) 486-2360. You can also utilize their ‘Let Us Help You’ tabs at the bottom of your Amazon Homepage.
What’s the process for returning an item purchased through Amazon Business?
The return process is dependent on the seller (Amazon versus an Independent Seller through Amazon). Follow Amazon’s prompts regarding the return process for your purchase.
- Training & Onboarding
Is there training available for new users of Amazon Business at HVA?
You can find the punchout training video here and more detailed onboarding instructions by clicking here.
What are the key differences between Amazon Business and personal Amazon accounts?
The Amazon Business Prime account is a centralized business purchasing account with UVA. A personal Amazon Business account is to be used for personal purchases and should have a personal email address associated with it.
Where can I find a user guide or best practices for placing university-approved orders?
Please see the Goods and Services Guide and Guidelines for Competition provided by UVA Procurement Services.
- Account & Access Management
What should I do if I need to update my email, department, or on-Grounds shipping info?
Email addresses will not change since we’re using computing IDs to enable Single Sign-On (SSO). On-Grounds shipping will be updated during any HR changes.
Can access to the Amazon Business account be shared across a team or lab?
No, each university employee has their own Amazon Business Prime Account
How do I ensure my account is properly linked to the university’s procurement system?
On the Amazon Business landing page, you’ll see “University of Virginia” under your name and the “Business Prime” logo in the top left corner.
- Integration with Internal Systems
How does Amazon Business interact with our preferred vendor list or competitive bidding rules?
UVA Procurement Services encourages the use of catalog vendors for IT, Scientific, and Office Supplies. We encourage the department to price compare to capture the most savings.