Goods & Services Procurement Guide

The Goods and Services Procurement Guide is a listing of the most commonly-purchased commodities at the University. The Guide features information about each commodity along with relevant policies and recommendations about the best purchasing methods and expenditure type to use.

Yes
Yes
No
No
Not Preferred
Not Preferred
Title Description Recommended Supplier Expenditure Type eVA Exempt? T&E Card PO Voucher Reimbursement Requires PSDS Buyer
Air and Rail Tickets

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

Yes
Yes
Not Preferred
Not Preferred
Not Preferred
Not Preferred
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. 

Yes
Not Preferred
Yes
Not Preferred
Not Preferred
Yes
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.

Yes
Yes
Not Preferred
No
Not Preferred
Not Preferred
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 

 

Yes
No
Yes
No
No
No
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 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

Yes
Yes
Yes
No
Yes
Not Preferred
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

No
Yes
Yes
No
No
Not Preferred
Cleaning Supplies
No
Not Preferred
Yes
Not Preferred
Not Preferred
Not Preferred
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

No
Not Preferred
Yes
No
Not Preferred
No
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. 

No
Yes
Yes
No
No
Not Preferred
Computers

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

No
Not Preferred
Yes
No
Not Preferred
Not Preferred
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. 

No
Not Preferred
Yes
No
No
Yes
Copying Services

Internal Service Provider: UVA Printing & Copying Services

Not Preferred
Yes
Yes
Not Preferred
Not Preferred
Not 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 

Yes
No
No
No
No
No
Disposable Gowns

For disposable gowns, aprons, etc.

These items can be purchased through the UVA Marketplace

No
Not Preferred
Yes
No
No
No
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

Yes
No
Not Preferred
Yes
Yes
No
Entertainers

Speakers, lecturers, musicians, and performers.

See the Employee/Independent Contractor Classification Checklist form.

Yes
Yes
Not Preferred
Not Preferred
Not Preferred
Not Preferred
Equipment Maintenance
No
Not Preferred
Yes
Not Preferred
Not Preferred
Not Preferred
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

 

No
Not Preferred
Yes
No
No
Not Preferred
Food

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

No
Yes
Not Preferred
Not Preferred
Not Preferred
Not Preferred
Gases

Bulk, cylinder, and refrigerant, including propane.

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

No
Yes
Yes
Not Preferred
Not Preferred
Not Preferred
Gift Cards or Certificates

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

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.

No
Yes
Not Preferred
Not Preferred
No
Not Preferred
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 HR rep for your unit's limits and procedures.

 

See also Gift Cards.

No
Yes
Yes
Not Preferred
Not Preferred
Not Preferred
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.

No
Not Preferred
Yes
No
Not Preferred
No
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. 

Yes
Not Preferred
Not Preferred
Yes
Not Preferred
Not Preferred
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

No
No
Yes
No
No
No
Hardware Supplies
No
Yes
Yes
Not Preferred
Not Preferred
Not Preferred
Honoraria

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

Related Policies:

Yes
No
No
Yes
No
No
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

Yes
Not Preferred
Not Preferred
Yes
No
Not Preferred
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. 

No
Not Preferred
Yes
Not Preferred
Not Preferred
Not Preferred
Laundry and Dry Cleaning

For University-owned items only.

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

No
Yes
Yes
Not Preferred
Not Preferred
Not Preferred
Limousine Rental
Yes
Yes
Not Preferred
Not Preferred
Not Preferred
Not Preferred
Lodging

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

Yes
Yes
Not Preferred
Not Preferred
Yes
Yes
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

 

No
Not Preferred
Yes
No
Not Preferred
Not Preferred
Medical and Dental Supplies

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

No
No
Yes
No
No
Not Preferred
Microphone Covers

Sanitary Disposable Microphone Covers

No
No
Yes
No
No
No
Mileage

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

Yes
No
No
No
Yes
No
Moving and Relocation Services

See Commodity in Depth: Employee Relocation for additional information

No
No
Not Preferred
No
No
Yes
Parking and Tolls

For more information, see Planning and Paying for Travel

Yes
Yes
No
No
Yes
No
Photography Services

See the Employee/Independent Contractor Classification Checklist form.

No
No
Yes
No
No
Not Preferred
Plumbing Supplies

Do not use for plumbing services.

 

No
No
Yes
No
No
Not Preferred
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.

No
No
No
No
No
Yes
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

No
Yes
Yes
No
Not Preferred
Not Preferred
Taxi

For more information, see Planning and Paying for Travel

Yes
Yes
No
No
Yes
No
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

 

Yes
Yes
Not Preferred
No
Not Preferred
No
Television and Video Production Services
No
No
Yes
No
No
Yes
Training

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

Yes
Yes
Not Preferred
No
Not Preferred
Not Preferred
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

Yes
Yes
Not Preferred
No
Yes
No
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. 
No
No
Yes
Not Preferred
Not Preferred
Not Preferred
Web Design Services
No
No
Yes
No
No
Yes
Window Treatments

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

No
No
Yes
No
No
Yes