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Non-Mission Related Purchases, Items Not Retained by the University, Conflict of Interest are Not Allowed
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All purchases must be reasonable and business related *
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Please direct questions and/or requests for exceptions to the Office of Responsibility listed below
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CategoryDescriptionFunding Source AllowedApproval RequiredOffice of ResponsibilityPolicy/Guideline/ProcedureeVA ExemptPOPcard Reimbursable
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AdvertisingCost of placing ads in newspapers and other media forms for faculty and classified position employment, drug studies, clinical research studies, research projects, and procurement advertisements (ads must meet university Identity standards http://www.identity.vcu.edu)*Any Fund SourceHuman Resources (Classified employee recruitment only)Human Resources https://hr.vcu.edu/managers-and-hr/YesYesYesNo
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*Any Fund SourceAuthorized ApproverProcurement Serviceshttps://procurement.vcu.edu/i-want-to/make-a-purchase/understand-the-procurement-methods/#competitive-10001YesYesYesNo
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*Any Fund SourceInstitutional Review Board (IRB)Research and Innovationhttps://research.vcu.edu/human-research/hrppirb/YesYesYesNo
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Advertising/MarketingAll other advertising/marketing expenditures, including promotional items that could be considered gifts (e.g. mugs, key rings, portfolios, water bottles, t-shirts, etc.). LocalVice President of University RelationsUniversity Relationshttps://policy.vcu.edu/universitywide-policies/policies/outgoing-sponsorships-advertising-and-endorsement.htmlYesYesYesNo
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Targeted at prospective students with accurate and objective information on programs and services.State or LocalVice President of University RelationsUniversity Relationshttps://policy.vcu.edu/universitywide-policies/policies/outgoing-sponsorships-advertising-and-endorsement.htmlYesYesYesNo
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Alcoholic Beverages Provided such purchases comply with the University’s policy regarding alcohol use at University functionsLocalAuthorized ApproverStudent Affairs, Office of Provosthttps://policy.vcu.edu/universitywide-policies/policies/alcohol-and-other-drugs-interim.htmlNoYesYesYes
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Architectural/EngineeringPurchasing and payments for services *Any Fund SourceDirector, Planning & DesignFacilities Managementhttps://fmd.vcu.edu/planning--design/NoYesYesNo
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Audio-Visual, Television, and Photographic EquipmentNot on contract and greater than $10,000*Any Fund SourceManager, Media Support ServicesTechnology Services http://www.ts.vcu.edu/about-us/academic-technologies/media-support-services/NoYesYesNo
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Automated External Defibrillator (AED)Portable electronic device used to respond to life-threatening emergencies by non-medical Personnel*Any Fund SourceDirector, Risk Management Safety and Risk Managementhttps://srm.vcu.edu/NoYesYesNo
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Bottled WaterWater Coolers when healthy water is not available in the building as determined by Safety and Risk ManagementState Director, Environmental Health & Safety Safety and Risk Managementhttps://srm.vcu.edu/NoYesYesNo
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Business MealsAll meals must be for bona fide business purposes. Tipping (server gratuity) on all business meals is limited to 20% on the total bill regardless of funding source. *Any Fund SourceAuthorized ApproverProcurement Serviceshttps://procurement.vcu.edu/i-want-to/plan-a-business-meal/NoYesYes(Request for Exception form Required) Yes
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Consulting ServicesPayments for servicesState or LocalVice President Finance & Budget/Provost Vice President Finance & Budget; Office of the Provost https://finance.vcu.edu/contact/NoYesNoNo
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Contributions & DonationsFor activities directly related to the University’s missionState or LocalPresident or President’s DesigneeOffice of the President Board of Visitors Bylaws, Article III, Section 1 (as amended, 10/31/2017) Source: https://www.president.vcu.edu/pdfs/FINAL-VCU-BYLAWS-mnsshjq-fin10-31.pdf NoYesNoYes
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Employee Recognition ExpendituresEmployee recognition expenditures, such as food, flowers, and gifts (not to exceed $100) must be commensurate with employee’s years of service. These expenditures are typically for retirement receptions or when long-standing employees leave the university. Raffles are not considered an appropriate form of employee recognition. Expenses over $100 in value require Vice President, Vice Provost, Dean, or Executive Director approval and must be reported to Payroll as taxable compensation.LocalAuthorized ApproverUniversity Controller's Office https://controller.vcu.edu/about/our-staff/NoYesNoYes
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Facilities RequirementsPayments for service, portable electric heaters, window air conditions*Any Fund SourceDirector of Physical Plant Facilities Managementhttps://fmd.vcu.edu/physical-plant/NoYesYesNo
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Facilities RequirementsRenovations/Construction/Repairs/Improvements*Any Fund SourceFacilities ManagementFacilities Managementhttps://fmd.vcu.edu/NoYesYesNo
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Flowers/PlantsOffice plants, flowers for public events, and plant maintenance when they are located in common/public areas and aid in the professional appearance of the office or buildingState or LocalAuthorized ApproverUniversity Controller's Office https://controller.vcu.edu/about/our-staff/NoYesYesYes
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Flowers/plants may be purchased for bona fide business purposes provided the recipient, their relationship to the University and the reason is clearly documented. LocalAuthorized ApproverUniversity Controller's Office https://controller.vcu.edu/about/our-staff/NoYesYesYes
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Fundraising/DevelopmentPurchasing and payments for servicesLocalAuthorized ApproverDevelopment and Alumni Relations http://www.support.vcu.edu/media/ADVSRV/dar/files/policies/PandPBOVapprovedMay2010.pdfNoYesNoYes
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GiftsTo non-employees may be purchased for bona fide business purposes provided the recipient is identified, the individual’s relationship to the University is stated and the reason for the gift is clearly documented. LocalAuthorized ApproverUniversity Controller's Office https://controller.vcu.edu/about/our-staff/NoYesYesYes
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Legal ServicesExternal Legal Services*Any Fund SourceVCU Office of University CounselVCU Office of University Counsel
https://universitycounsel.vcu.edu/contact-us/
NoYesNoNo
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Lobbying ServicesAll lobbying services Non-Allowable Expenditure Office of Government Relations Office of Government Relations Code of Virginia, Section 2.2 – 434NoNoNoNo
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Trademarks & LicensingPurchases for promotional items for students or prospective studentsState or LocalAuthorized ApproverOffice of Business Serviceshttps://policy.vcu.edu/universitywide-policies/policies/university-trademarks--licensing.htmlYesYesYesNo
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University departments are required to use an officially licensed VCU manufacturer when ordering items bearing the University’s trademarks*Any Fund SourceAssistant Vice President for Business ServicesOffice of Business Serviceshttps://policy.vcu.edu/universitywide-policies/policies/university-trademarks--licensing.htmlNoYesYesNo
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MembershipsSocial organization with clearly established and documented business purpose LocalPresident or President’s DesigneeOffice of the President Board of Visitors Bylaws, Article III, Section 1 (as amended, 10/31/2017) Source: https://www.president.vcu.edu/pdfs/FINAL-VCU-BYLAWS-mnsshjq-fin10-31.pdf NoYesYesYes
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Public ArtPublic Art (including portraits) that is purchased, gifted, or loaned. View University Public Art Policy.Local Authorized ApproverVice President for Administrationhttps://policy.vcu.edu/universitywide-policies/policies/art-on-campus.html No
 Yes
 NoNo
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Radioactive MaterialsRadioactive Materials*Any Fund SourceRadiation Safety Officer Safety and Risk Management https://srm.vcu.edu/about-us/units/radiation-safety/ No
 Yes
 NoNo
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RegaliaPurchase or rental of cap, gown, and/or hood for students and facultyNon-Allowable Expenditure Provost Office Office of the Provost https://provost.vcu.edu/NoNoNoNo
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SignageSignage (exterior, interior, specialty) permanent or semi permanent State or Local Signage ManagePlanning and Designhttps://fmd.vcu.edu/planning--design/signage-standards/ No
 Yes
 YesNo
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SponsorshipsSponsorships up to $1000 for a table at a professional organization’s meeting/event that is directly related to the University’s mission State or LocalVice President of University RelationsUniversity Relationshttps://policy.vcu.edu/universitywide-policies/policies/outgoing-sponsorships-advertising-and-endorsement.htmlNoYesYesYes
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Sponsorships over $1000 such as the aforementioned table, speakers, program, printing, and recreational events (e.g. golf tournament) Localhttps://policy.vcu.edu/universitywide-policies/policies/outgoing-sponsorships-advertising-and-endorsement.htmlNoYesYes Yes
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Over $2000 regardless of event LocalNoYesYes No
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Telecommunications ServicesPurchases and payments for services*Any Fund SourceDirector, TelecommunicationsTechnology Services
https://ts.vcu.edu/about-us/telecommunications-services/
NoYesYesNo
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Wireless Communication Device Services State or LocalVice President for AdministrationVice President for Administrationhttp://www.policy.vcu.edu/sites/default/files/Wireless%20Communication%20Device%20Allowance.pdfNoYesYesNo
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Two-way RadiosPurchases and payments for equipment and servicesState or LocalChief of Police, VCU PoliceVCU Police Departmenthttps://police.vcu.edu/about/staff/NoYesYesNo
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Purchase/Lease VehiclesThe Vehicle Request Form must be completed and submitted for all potential vehicle purchases and leases*Any Fund SourceFleet ManagerParking & Transportation http://www.parking.vcu.edu/fleet-management/get-vehicle/NoYesNoNo
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* Business Related Expenditure- Directly related to the operation of a functional area in the fulfillment of its stated mission as part of the University
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Reasonable - Amount that a prudent businessperson would expend to obtain that particular good or service on behalf of a public agency of the Commonwealth of Virginia.
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*If grant funding is used for the purchase refer to the unallowable costs list on the Controllers website.
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https://controller.vcu.edu/grants/post-award-policies/unallowable-costs/
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