Academic Accreditation Fees
Yes
--
"Academic Accreditation Fees"
 Yes
Yes
Only if less than $50,000
No
Discouraged if less than $50,000,
required if anticipated cost is $50,000 or greater
Academic Testing Services
No
 No Yes No No Yes
Advertisements
-- cost of placing ad in specific media only (such as newspapers, magazines, TV, radio). Does not include other advertising costs.
Yes
--
"Svcs, Advertising & Media"
 Yes Yes Yes Yes Yes
Advertising Costs other than ad placement in media
-- graphic design, printing, layout, distribution costs for promotional items, brochures, flyers, etc.
No
--
"Svcs, Skilled, Other"
 Yes Yes No No Yes
Airfare -- See Travel: Air & Rail Tickets --
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.
-- if alcohol is consumed with meals see Business Meals or Social Event Meals
No
 Only if OTC from grocery store. Industry block on purchases from liquor or wine stores or distributors. Requires Dean or VP approval and must be made from local funds only Yes Requires Dean or VP approval and must be made from local funds only Yes, if less than $50,000 and from ABC stores or distributors. Requires Dean or VP approval and must be made from local funds only Yes Requires Dean or VP approval and must be made from local funds only Yes -- required if over $50,000.
Requires Dean or VP approval and must be made from local funds only
Ammunition
No
 No No No No Yes
Artists
Original works of art, etc. -- not graphic designers.
Compare with Graphic Art & Design Services and Entertainers
No
 No Yes No No Yes
Athletic Officials
Yes
--
"Svcs, Athletic Game Fees"
 No Yes Yes No Yes
Attorney Fees -- See Legal Fees --

Audio-visual Equipment:
Purchase, Rental, or Service

University Contracts available
No
 Only if eVA-Allowed on the Pcard Yes Only from eVA Excluded vendor Strongly discouraged -- may be rejected Yes

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Automobile Purchase or Lease
State Contracts available
No
 Only if eVA-Allowed on the Pcard

CP-15 Form Required

 Yes

CP-15 Form Required

 No No Yes

CP-15 Form Required

Automobile Rental

University Contracts available

-- See the Auto Rental page for additional information
-- See note on van rentals
-- Compare with Limousine Rental
Yes
--
Any appropriate "Travel" expenditure type
 Yes if through Enterprise Leasing Co. or Hertz Corporation for Automobile Rental only

Recommended payment method		 Yes if through Enterprise Leasing Co. or Hertz Corporation only No Yes, use the Travel Workbook Yes if for large groups or long term rentals
Awards, Employee Recognition Program
-- For all other types of awards, prizes, and gifts, see

Gifts,

Scholarships & Stipends,

Honoraria
Yes
--
"Emp, Recognition Awrd-Non Txbl"
"Employee, Recognition Awards"
"Employee, Suggestion Awards"
 Only if eVA-Allowed on the Pcard Documentation of prior approval by UHR required. Yes Documentation of prior approval by UHR required. Yes, but only if the specific commodity and dollar amount are permitted on the Payment Voucher. Documentation of prior approval by UHR required. No Yes
Top of Page
Books		 -- See Publications --
Bottled Water -- See Water, Bottled --
Bus Charter service

University Contracts available

Internal source available
-- see Parking & Transportation
Yes
--
Any appropriate "Travel" expenditure type
 No Yes Yes No Yes
Business Meals
Different restrictions apply depending on whether reimbursement is sought from state or local funds.
-- See Business Meals page and the Lodging, Meal, and Incidental Expense Limits tables for more information.

University Contracts available

Internal supplier available for catering
Only when in Travel status.
--
"Travel, Business Meal"
 Only if eVA-Allowed on the Pcard and for catering or unprepared food only -- no restaurant meals.

Business Meal Certification form required.

 For catering only.

Business Meal Certification form required.

 Only if eVA-Excluded based on vendor or funds source used and if less than $5,000.

Business Meal Certification form required.

 Yes, for less than $5,000, but strongly discouraged for catered meals.

Business Meal Certification form required.

Yes, for catered meals of $5,000 or more.

Business Meal Certification form required.

Top of Page
Cable Television		 -- See Television, Cable --
Cards, Greeting
No
 No No No No No
Carpet -- See Furniture --
Cars -- See Automobile Purchase or Automobile Rental --
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.
 -- See Business Meals or Social Event Meals --
Chairs -- See Furniture --
Chemicals -- See Laboratory Supplies --
Classes, tuition for professional development & specialized training -- See Training --
Cleaning Supplies -- See Janitorial Supplies --
Coffee Services

University Contracts available
No
 No Yes Only from an eVA Excluded vendor and less than $5,000 Yes Yes
Computers -- hardware purchase, maintenance, and repair
-- See Purchasing Computers Note

University Contracts available

Internal source available
-- see Cavalier Computers
No
 Only if eVA-Allowed on the Pcard Yes No Strongly discouraged -- may be rejected Yes
Computer Software -- media, licenses, technical support, maintenance agreements, etc.

University Contracts available

-- See the ITC Software Central and the Microsoft Select Agreement at UVA for information on software.
No
--
Any appropriate expenditure type.
Do NOT use "Professional Licenses and Fees"
 Only if eVA-Allowed on the Pcard Yes No Strongly discouraged -- may be rejected Yes
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.
-- NOT for individual travel or conference attendance.

University Contracts available
Yes
--
"Rent, Conference Space".
Yes, if not paid to a lodging provider. Yes Yes Strongly discouraged -- may be rejected. Yes
Conference Registration
Yes
--
"Travel Costs, Training (all)"
"Professional Licenses & Fees"
 Yes, if not paid to a lodging provider. No Yes, if less than $50,000 Yes Yes -- Required if over $50,000
Conference Services - Stand-alone
-- Services, such as catered meals and audio-visual equipment, etc., provided by a conference site, when NOT associated with space rental.

University Contracts available
No
--
DO NOT use "Rent, Conference Space"
Any appropriate "Services" expenditure type
Yes, if not paid to a lodging provider. Yes No Strongly discouraged -- may be rejected. Yes
Construction -- All construction and renovation projects must be handled through Facilities Management --
Consulting
No
 No Yes

See the Approving Contractual Teaching / Non-Teaching Academic Consulting Services form

or the Employee / Independent Contractor Classification Checklist form

 No No Yes
Contributions and Donations by the University
Political or religious groups are NOT eligible
Compare with Memorial Contributions
Only if to other public bodies or tax-exempt non-profit charitable organizations Use "Contributions".
--
Otherwise, use "Gifts (non-cash)" or "Gifts (cash)"
 No No Yes, if less than $50,000 and from local funds only.

Dean/VP approval required

 No No
Controlled Substances -- See Prescription Drugs --
Copiers -- purchase or rental

State Contract available

-- see note on Purchasing Copiers on State Contract.
No
 Only if eVA-Allowed on the Pcard and NOT on state contract

-- See note on Purchasing Copiers on State Contract.

 Yes, if NOT on State Contract.

See note on Purchasing Copiers on State Contract.

 No No Yes.

Required if purchased on state contract.
Copying
Internal source available
-- see Printing & Copying Services

University Contract available
No
 Only if eVA-Allowed on the Pcard Yes No Strongly discouraged -- may be rejected Yes
Copyright Fees
Yes
--
"Svcs, Royalties, Corporation
"Svcs, Royalties, Individual"
 Yes No Yes, if less than $50,000 No Yes -- required if over $50,000
Top of Page
DVDs & Videos		 -- See Publications --
Data Processing services

University Contract available
No
 Only if eVA-Allowed on the Pcard Yes No No Yes
Day Trips
* See the Travel Basics page for more information.
-- See related topics: Automobile Rental, Bus Charter Service, Conferences, Gasoline & Oil, Business Meals, Mileage, Parking, and Tolls --
Décor Items
FOR USE IN PUBLIC SPACES ONLY
-- never for individual faculty, staff, or student space.
Includes flowers, plants, framing, etc.
-- As gifts, see Gifts
Compare with Office Décor and Lamps
No
 No Yes Only from an eVA Excluded vendor and only up to $2,000 Strongly discouraged -- may be rejected. Yes
Dental Services -- See Medical and Dental Services --
Desks -- See Furniture --
Donations -- See Contributions and Donations by the University --
Drapery -- See Window Treatments --
Dry Cleaning -- See Laundry and Dry Cleaning --
Dry Ice

University Contract available
No
 Only if eVA-Allowed on the Pcard Yes No Strongly discouraged -- may be rejected Yes
Durable Goods Not Specified Elsewhere in This Guide

Always look first for specific type of goods
No
 Only if eVA-Allowed on the Pcard, and not specifically restricted by type of goods Yes No No Yes
Top of Page
Electrical parts (NOT Construction)

University Contract available
No
 Only if eVA-Allowed on the Pcard Yes No Strongly discouraged -- may be rejected Yes
Electric Service -- See Utilities --
Entertainers
(e.g. speakers, lecturers, musicians, and performers)
Yes
--
"Svcs, Entertainers "
(may not be allowed on grant)
 Yes Yes Yes, if less than $50,000

see the Employee / Independent Contractor Classification Checklist form

No Yes -- required if over $50,000
Entertainment
-- golf outings, holiday parties, rides, games, amusements, etc.
No
--
"Entertainment Expense"
Do NOT use "Svcs, Entertainers".
 No On local funds only No Strongly discouraged -- may be rejected Yes -- local funds only
Equipment Maintenance

University Contract available
No
 Only if eVA-Allowed on the Pcard Yes No Strongly discouraged -- may be rejected Yes
Top of Page
Facilitators and Workshop Leaders

-- Facilitators and workshop or team leaders

Compare with Entertainers
No
--
"Svcs, Skilled, Other"
Do NOT use "Entertainers"
 Only if eVA-Allowed on the Pcard Yes No No Yes
Film & Film Processing

University Contract available
No
 Only if eVA-Allowed on the Pcard Yes No Strongly discouraged -- may be rejected Yes
Firearms
No
 No No No No Yes
Floral Arrangements
-- for expression of sympathy and support upon death or hospitalization of employee, student, major donor, or their immediate family.
No
 No Yes, from local funds only. Requires Dean or VP approval if over $100. Only from eVA Excluded vendor and from local funds only. Requires Dean or VP approval if over $100. Strongly discouraged -- may be rejected No
Floral Arrangements
-- for University spaces.
 -- See Décor Items --
Food
(purchased from a local grocery store)
-- Compare with Business Meals, Travel Meals, or Social Event Meals
No
 Only if eVA-Allowed on the Pcard No No Yes Not recommended -- grocery stores typically don't accept POs
Framing for art, photographs, certificates, diplomas, etc. -- See Décor Items --
Freight -- See Mail --
Furniture
includes carpet, chairs, desks, etc.
-- Compare with Lamps
-- See the Tips for Buying Furniture page for more information

University Contract available
No
 No No No No Yes
Top of Page
Gases: bulk, cylinder, and refrigerant, including propane

University Contracts available
No
 Only if eVA-Allowed on the Pcard Yes No No Yes
Gasoline and Oil
Yes
--
Any appropriate "Travel" expenditure type
 Yes for Enterprise Virginia rental cars

or

State/University owned vehicles		 Only for State/University owned vehicles No Yes. Travel Workbook NOT required when reimbursement is sought only for gasoline for a private vehicle and the cost is less than mileage reimbursement. Payment Voucher must include traveler name, purpose or reason for the trip, destination, total miles, and cost justification (if otherwise required). Yes, if NOT for rental or motor pool vehicles.



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 Gifts-- ONLY non-cash gifts for, or cash gifts to, individuals NOT eligible for UHR's Employee Rewards & Recognition program.
Compare with
Awards, Employee Recognition Program,
Cards (Greeting),
Scholarships & Stipends,
Honoraria,
Floral Arrangements, and
Memorial Contributions
No
 No Yes

Only for non-cash gifts on local funds

Dean or VP approval required if over $400.

Gifts of any amount to students also require prior approval from Office of Student Services.

 Only cash gift to individual (not supplier) and
only on local funds

Dean or VP approval required if over $400.

Gifts of any amount to students also require prior approval from Office of Student Services

. 		Strongly discouraged -- may be rejected Yes, but ONLY if not allowed on a payment voucher and on local funds.

Dean or VP approval required if over $400.

Gifts of any amount to students also require prior approval from Office of Student Services.
Graphic Art & Design Services
-- Internal source available -- see Printing & Copying Services
-- Compare with Artists
No
 Only if eVA-Allowed on the Pcard Yes No No Yes
Greeting Cards -- See Cards, Greeting --
Grocery Store purchases -- See Food, Business Meals, and Social Event Meals --
Guest Lecturers -- See Consulting, Honoraria, Entertainers--
Top of Page
Hardware Supplies (NOT Construction)

University Contract available
No
 Only if eVA-Allowed on the Pcard Yes No Strongly discouraged -- may be rejected Yes
Honoraria
(To individuals only -- UVa employees are not eligible)
-- Compare with Gifts
-- See definition in Honoraria -- University Policy VII.R.13
Yes
--
"Honoraria"
 No No Yes, if less than $50,000

Dean or VP approval is required if $2,000 or more

Use Approval for Honoraria form.

 Only if over $50,000

Dean or VP approval is required if $2,000 or more

Use Approval for Honoraria form.

 No
Hotel Accommodations See Travel when lodging is required for individuals traveling overnight on University business
Top of Page
Insurance, Health (Reimbursements to Students)
Yes
--
"Svcs, Ins, Health, Grad F&A"
"Svcs, Ins, Health, Grad Stdnt"
"Svcs, Health Ins Reimburse"
 No No No Yes No
Interior Design services

University Contract available
No
 Only if eVA-Allowed on the Pcard Yes No No Yes
See Contracts
Internet Service Provider
No
 Only if eVA-Allowed on the Pcard Yes Only if eVA Excluded vendor Strongly discouraged
-- may be rejected		 Yes
Top of Page
Janitorial Supplies

University Contracts available
No
 Only if eVA-Allowed on the Pcard Yes No Strongly discouraged -- may be rejected Yes
Journals -- See Publications and Professional Organizational Dues, Fees, and Licenses --
Top of Page
Keys / Locks
-- New keys or replacing locks must be done through Facilities Management - please see Key And Lock Policy --
Top of Page
Laboratory Supplies
Internal supplier available
-- see ChemStores

University Contracts available
No
 Only if eVA-Allowed on the Pcard Yes No Strongly discouraged -- may be rejected Yes
Lamps
compare with Furniture and Décor Items
No
 Only if eVA-Allowed on the Pcard Yes No Yes Yes, if more than $5,000.
Landfill Tipping Fees
No
 Only if eVA-Allowed on the Pcard Yes Yes Strongly discouraged -- may be rejected Yes
Laundry and Dry Cleaning
(for University-owned items only)
No
 Only if eVA-Allowed on the Pcard Yes No Strongly discouraged -- may be rejected. Yes, if more than $5,000.
Legal Fees
No
 No Yes

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

 Only if eVA Excluded vendor

 No Yes

Approval of the University General Counsel's Office is required in all cases.
Limousine Rental, chauffeured
Not an exempt category
--
A GOFF is an eVA Excluded limousine service vendor.
Use "Svcs, Skilled, Other" expenditure type, NOT a "Travel" expenditure type
 No Yes Only if from an eVA Excluded vendor and less than $5,000. Yes, but strong cost justification required. Yes if $5,000 or more.
Locks / Keys -- New keys or replacing locks must be done through Facilities Management - please see Key And Lock Policy --
Lodging See Travel when lodging is required for individuals traveling overnight
Top of Page
Magazines
-- See Publications --




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Yes
--
"Svcs, U.S. Postal"
Yes No Yes Yes Yes
Mailing Services -- does not include U.S postage
No
--
"Svcs, Skilled, Other"
Do NOT use "Svcs, U.S. Postal"
 Only if eVA-Allowed on the Pcard Yes Only from eVA Excluded vendor Yes Yes
Express Mail Services and Freight

University & State Contracts available
No
 Only if eVA-Allowed on the Pcard

(FEDEX, UPS, and DHL are allowed)

 Yes Only from eVA Excluded vendor Yes Yes
Meals
compare with Food purchased from a grocery store.
-- See Business Meals, Social Event Meals, or Travel Meals --
Medical and Dental Services, Non-hospital, Non-clinic
-- Patient care services, other than hospital services and clinic services.
Only if vendor is identifiable as an individual practicioner
--
"Svcs, Medical"
--
Do NOT use "Svcs, Skilled, Other Preceptor".
 Only if eVA-Allowed on the Pcard Yes Only from eVA Excluded vendor No Yes
Medical and Dental Services, Hospital or Clinic
-- Does NOT include supplies, equipment or services to equipment.
Yes
--
"Svcs, Hospital"
"Svcs, Clinic"
"Svcs, Dental"
Only if eVA-Allowed on the Pcard Yes Yes No Yes
Medical and Dental Supplies
No
--
"Supplies, Medical & Dental"
Do NOT use "Svcs, Medical' or 'Svcs, Dental"
 Only if eVA-Allowed on the Pcard Yes No Strongly discouraged -- may be rejected Yes
Medical Services, Preceptor
-- Services of a physician giving practical experience and training to a medical student
Yes
--
"Svcs, Skilled, Other Preceptor"
Yes No Yes No No
Memberships to Professional Organizations
-- Not for vendor discount clubs, recreational clubs, charitable or political groups, etc.
-- See Professional Organizational Dues, Fees, and Licenses --
Memberships to Non-Professional Groups
-- recreational or charitable groups, etc.
-- Some Restrictions apply
No
--
"Svcs, Memberships to Orgs"
--
Do NOT use "Professional Licenses and Fees"
 Only if eVA-Allowed on Pcard Yes Only from eVA Excluded vendor Yes Yes -- required if over $50,000
Memberships to Suppliers' Discount Clubs
-- for University purchases only, not for individual use.
No
--
"Svcs, Memberships to Orgs"
--
Do NOT use "Professional Licenses and Fees"
No Highly discouraged.

Must use Buyer Assist Form for ProcSvcs approval if contract or agreement is required -- may be rejected.

 No No Highly discouraged.
Memorial Contributions
-- for expression of sympathy and support upon death of employee, student, major donor, or their immediate family.
For cash contributions only
--
"Contributions"
No For non-cash contributions only Cash contributions only and only from local funds.

Requires Dean or VP approval if over $100.

 Strongly discouraged -- may be rejected Yes
Microscopes

State Contract available
-- See Laboratory Supplies --
Mileage
For day trips, mileage can be reimbursed only to the extent that the mileage incurred exceeds the traveler's normal daily commute.
Yes
--
Any appropriate "Travel" expenditure type
No No No Yes

Travel Workbook NOT required when reimbursement is sought for mileage only.

Payment Voucher must include traveler name, purpose or reason for the trip, destination, total miles, and cost justification (if otherwise required).

 No
Moving & Relocation Services
-- Compare with (UVA) Office Furnishings Moving Services
-- See the Employee Relocation Guide for additional information

University Contracts available
No
 No No No Not with a Payment Voucher. Human Resources may reimburse through payroll, however. Contact Michael Schwartz. Yes

See the Moving Expense Reimbursement and Employment Agreement form
Musicians -- See Entertainers --
Top of Page
Office Décor
N/A
 No No No No No
Top of Page
(UVA) Office Furnishings Moving Services
Compare with Moving & Relocation Services
No
 Only if eVA-Allowed on the Pcard Yes No No Yes
Office Space, leases
Yes
--
"Lease, Capital, Bldg & Land"
"Lease, Capital, Building"
"Lease, Capital, Land"
"Rent, Buildings & Facilities"
"Rent, Land"
"Rent, Land & Buildings"
 No No Yes, no monetary limit

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

No Yes

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

Office Supplies
(Does not include furniture)
State Contract available
No
 Only if eVA-Allowed on the Pcard Yes No Strongly discouraged -- may be rejected Yes
Top of Page
Paper
-- See Office Supplies --
Parking fees when NOT on travel status
Otherwise, see Travel: Parking & Tolls
N/A
 No No No No No
Pencils & Pens -- See Office Supplies --
Performers -- See Entertainers --



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No
 Only if eVA-Allowed on the Pcard Yes Only from eVA-Excluded Vendor Strongly discouraged - may be rejected Yes
Telephone Service - Wireless -- (payments for service on pre-existing contracts with external suppliers)
No
--		 Not for new service or renewals
--
Preferred method for existing service with Alltel or any eVA-Excluded vendor		 Highly discouraged, never for new service or renewals Not for new service or renewals
--
Allowed for existing service from Alltel or any eVA-Excluded Vendor 		Not for new service or renewals No
Telephone Service - Wireless -- (New service and service renewals)
Only if obtained through ITC Communication Services

Wireless telephone service must be on mandatory state contracts and must be obtained through ITC Communication Services. Visit their website at http://www.itc.virginia.edu/commserv/ or contact them at 434-924-4106 for more information.

Payment will be by automatic internal funds transfer and there will be no eVA fee.
Photocopiers -- purchase or rental
-- see Copiers
Photocopying
-- see Copying
Photography Services, Photographers
No
 Only if eVA-Allowed on the Pcard

See the Employee / Independent Contractor Classification Checklist form

 Yes

See the Employee / Independent Contractor Classification Checklist form

 No No Yes
Plants & Plant care services for University interior spaces -- See Décor Items --
Plants, for research only
No
 Only if eVA-Allowed on the Pcard Yes No Yes Yes
Plumbing Supplies (NOT Construction)

University Contract available

No
 Only if eVA-Allowed on the Pcard Yes No Strongly discouraged -- may be rejected Yes
Police Officers (provided by local governments)
No
--
But likely to be from a local government (and therefore eVA Excluded vendor)
 No No If from an eVA-Excluded vendor and less than $50,000 No Yes
Postage -- See Mail --
Prescription Drugs
No
 No No No No Yes
Printer Cartridges -- See Office Supplies --
*

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 Black & White
Color
* NOT copying -- See Copying
Internal source available
-- see Printing & Copying Services

University Contract available

No
 Only if eVA-Allowed on the Pcard Yes No No Yes
No
 Only if eVA-Allowed on the Pcard

Use the Request to Use Multi-Color Printing form

Yes

Use the Request to Use Multi-Color Printing form

No No Yes

Use the Request to Use Multi-Color Printing form

Professional Organizational Dues, Fees, and Licenses
-- includes memberships, journals, conference registrations, and other fees
Yes
--
"Professional Licenses & Fees"
 Yes No Yes, if less than $50,000 Yes Yes -- required if over $50,000
Publications, electronic or print
-- Includes books that remain University property, non-professional journals, reprints, subscriptions, slide presentations, videos, films, and DVDs.
No
--
However, there are many eVA Excluded book vendors as well as local bookstores
 Only if eVA-Allowed on the Pcard Yes Only from on eVA Excluded vendor Yes Yes
Top of Page
Radioactive materials
No
 No No No No Yes
Refrigerators (for laboratory use only)

University Contract available
No
 Only if eVA-Allowed on the Pcard Yes No Strongly discouraged -- may be rejected Yes
Reimbursement -- to employees and students
Yes
--
Any expenditure type that best describes the purchase
 No No No Yes
--

However, never for services

Should not reimburse if goods can be purchased using standard UVA methods.

--

Cannot exceed 2K unless substantial justification can be made.

 No
Relocation Services

University Contracts available
-- See Moving & Relocation Services --
Renovation Services -- All renovation and construction projects must be handled through Facilities Management --
Reprints -- See Publications --
Research Subjects -- Paying Research Subjects/Survey Participants
Yes
--
"Svcs, Human Subject Pymts"
No No Yes

See Adding a Vendor for a Payment Voucher

-- see Note --

 No No
Restaurant Meals -- See Business Meals, Travel Meals or Social Event Meals --
Royalties
Yes
--
"Svcs, Royalties, Corporation"
"Svcs, Royalties, Individual"
Yes No Yes, if less than $50,000 No Yes -- required if over $50,000
Top of Page
Scholarships & Stipends
-- Compare with Gifts and Honoraria
Yes
--
Any "Fell", "Tuition", "Schol", or Student Loan expenditure type
No No Yes

Requires prior approval of Student Financial Services

 No No
Security Systems
No
 No No No No Yes
Services Not Specified Elsewhere in This Guide
-- Always look first for specific type of service
No
--
Do NOT use "Svcs, Skilled, Other Preceptor"
 Only if eVA-Allowed on the Pcard, and not specifically restricted by type of service Yes No No Yes
Slide Presentations -- See Publications --
Social Event Meals
No
 Only if eVA-Allowed on the Pcard and ONLY for catered meals or unprepared food on local funds.

Dean/VP approval required

 Yes Only from eVA Excluded vendors and ONLY for catered meals less than $5,000 on local funds.

Dean/VP approval required

 Yes, but ONLY on local funds.

Strongly discouraged for catered meals -- may be rejected

Dean/VP approval required

 Yes, but ONLY for catered meals of $5,000 or more on local funds.

Dean/VP approval required
Software -- See Computers --
Speakers -- See Honoraria, Entertainers, Facilitators and Workshop Leaders--
Storage services

University Contracts available
No
 Only if eVA-Allowed on the Pcard Yes No No Yes
Subscriptions -- See Publications --
Supplies Not Specified Elsewhere in This Guide
-- Always look first for specific type of goods
No
 Only if eVA-Allowed on the Pcard, and not specifically restricted by type of goods Yes No No Yes
Top of Page
Telephone Calls, Business
No
 Only if eVA-Allowed on the Pcard No No Yes No
Telephone Calls, Personal -- See Travel --
Telephone Service -- See Phone
Television, Cable
No
 Yes, eVA fees will apply Yes No Strongly discouraged -- may be rejected. Yes
Television and Video Production Services

University Contracts available
No
 Only if eVA-Allowed on the Pcard Yes No No Yes
Tents, (non-camping)
-- rentals or purchases
No
 No No No No Yes
Tolls
Yes
--
Any appropriate "Travel" expenditure type
No No Yes Yes

See Travel Basics and use the Travel Workbook

 No
Toner Cartridges -- See Office Supplies --

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 Training Provided by Professional Organization
-- classes, workshops, or conferences provided by a professional organization rather than a training vendor or individual
Yes
--
"Professional Licenses & Fees"
 Yes Yes Yes Highly discouraged, may be rejected Yes
Training Provided by Training Vendor or Individual
-- classes, workshops, or conferences provided by a training vendor or individual
No
--
"Emp Training, Reg & Materials"
 Only if eVA-Allowed on the Pcard Yes No No Yes
Transportation -- See Air & Rail Tickets, Automobile Rental, Bus Charter Service, and Limousine Rental --
Trash Collection
No
 Only if eVA-Allowed on the Pcard Yes No No Yes



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 Air & Rail Tickets, Charters
-- See Travel Basics for detailed information on day trips, overnight travel, international travel, ticket purchases, purchases made over the Internet, etc.
Internal source available for air charter service --
see Parking & Transportation
Yes
--
Any appropriate "Travel" expenditure type
Yes, can be used to pay in advance

A special procedure must be followed if the price of travel tickets exceeds the individual card holder's established spending limits

 No No Yes

See the Travel Basics page and use the Travel Workbook

 Yes when for University groups
Car Rental -- See Automobile Rental or Limousine Rental --
Lodging
See Travel Basics for regulations on travel lodging.
Yes
--
Any appropriate "Travel" expenditure type
No No Yes, after the trip.
Advance payment can be made for the first night only.

This is the preferred method when vendor must be paid directly.

 Yes, see Lodging, Meal, and Incidental Expense Limits for specific limits.

Also see Reimbursement After the Trip and use the Travel Workbook

 Only in special circumstances such as athletic team trips, or where a contract must be signed.
Travel Meals -- for overnight travel
Yes
--
Any appropriate "Travel" expenditure type
Only for catered meals or unprepared food served to guests in UVA travel status -- no restaurant meals, and not for UVA employees in travel status. No No No
Travel Meals -- for day trips
Compare with Business Meals
Yes
--
"Travel Costs, Training (all)"
"Travel, Business Meal"
"Travel, OSP Trainee"
 Only for catered meals or unprepared food served to guests in UVA travel status -- no restaurant meals, and not for UVA employees in travel status. No No Yes, on local funds only.

Requires Dean, VP, or Designee approval

See Travel Basics and Lodging, Meal, and Incidental Expense Limits for specific limits.

Use the Travel Workbook.

No
Misc. Travel Expenses
(includes laundry, personal telephone calls, taxes, tips, and transportation to meals)
Yes
--
Any appropriate "Travel" expenditure type
No No No Yes, see Lodging, Meal, and Incidental Expense Limits for specific limits.

Also see Reimbursement After the Trip and use the Travel Workbook

 No
Parking & Tolls
Yes
--
Any appropriate "Travel" expenditure type
No No No Yes

Use the Travel Workbook

 No
Travel Management and Planning Services

University Contracts available
No
 Only if eVA-Allowed on the Pcard Yes No Yes

Use the Travel Workbook

 Yes when for University groups.
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University Foundations, payments to
Foundations will be eVA Excluded vendors if they have correct vendor types in UVA vendor file.
No No Yes, no monetary limit No Yes
Utilities: electricity, water (piped in only), natural gas (piped in only, not propane), sewer
Telephone Service, Trash collection, and Landfill Tipping Fees are treated separately.
Yes
 Yes Yes Yes Strongly discouraged -- may be rejected Yes
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Vehicles
-- See Automobile Purchase, Automobile Rental, or Limousine Rental --
Videos & DVDs -- See Publications --
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W

A

T

E

R

 Water, Bottled -- for routine use by employees
Allowed only if water is unavailable or available water is hazardous to health.

University Contracts available
No
--
Use expenditure type "Svcs, Bottled Water"
Do NOT use "CIP-Svc Chg, Chilled Water" or "Svc Charge, Chilled Water."
 Only if eVA-Allowed on the Pcard Yes

Justification must be documented.

 No Yes

Justification must be documented.

 Yes

Justification must be documented.
Water, Bottled -- lab supplies
No
--
Use any appropriate "Lab Supplies" expenditure type
Do NOT use "CIP-Svc Chg, Chilled Water" or "Svc Charge, Chilled Water."
 Only if eVA-Allowed on the Pcard Yes No Yes Yes
Water, Bottled -- Served as part of business or social event meal Same as any food or beverage served with a Business or Social Event meal.

Use the Business Meal Certification form.


-- See Business Meals, Social Event Meals, and Food (Purchased from a Grocery Store) --

Web Design Services
Internal supplier available
-- see ITC Departmental Applications Development

University Contracts available
No
 Only if eVA-Allowed on the Pcard Yes No No Yes
Window Treatments (includes blinds, drapes, jabots, screens, shades, shutters, etc.)

University Contract available
No
 No No No No Yes
Workshop Leaders See Facilitators and Workshop Leaders
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