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Allowable Business Expenditure Chart

Allowable Expenditures eVA Exempt Pcard (Transactions under $5000) Standard Purchase Order Funding Source Approval Needed
Advertising/Marketing
Cost 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 Yes Yes Yes Any Fund Source Human Resources (Classified employee recruitment only)
Targeted at prospective students with accurate and objective information on programs and services Yes Yes Yes State or Local Executive Director for University Relations
UNIVREL@vcu.edu
828-1463
Used to induce students to attend by exaggerating or extolling the institution’s virtues Yes Yes Yes Local Executive Director for University Relations
UNIVREL@vcu.edu
828-1463
All other advertising/marketing expenditures, including promotional items that could be considered gifts (e.g. mugs,key rings,portfolios, water bottles, t-shirts,etc). Yes Yes Yes Local NA
Purchases for promotional items for students or prospective students can be paid using Local or State funds.
Alcohol
Provided such purchases comply with the University’s policy regarding alcohol use at University functions No Yes Yes Local Authorized Approver
Architectural/Engineering
Purchasing and payments for services No Yes Yes Any Fund Source Director, Planning & Design
Audio-Visual, Television, and Photographic Equipment
Not on contract and greater than $10,000 No Yes Yes Any Fund Source Manager, Media Support Services
Bottled Water
Water Coolers No Yes Yes Local Authorized Approver
Water Coolers when healthy water is not available in the building, as determined by VCU Environmental Health & Safety No Yes Yes State Environmental Health & Safety
Individual serving-sized – Distribution to/consumption by employees No Yes Yes Local NA
Individual serving-sized – Emergencies or for safety and/or health reasons No Yes Yes State or Local NA
Individual serving-sized – Business meals or catered events No Yes Yes State or Local NA
Individual serving-sized – Information/Training Sessions or events involving prospective students or non-employees No Yes Yes State or Local NA
Individual serving-sized – Intensive/Substantive training sessions involving only employees No Yes Yes State or Local NA
Individual serving-sized – Information sessions or other events involving employees No Yes Yes Local NA
Departments should consider the most eco-friendly (i.e. sustainable) approach in providing business meals/refreshments. All recyclable containers should be placed in the appropriate bin for recycling.
Consulting Services
Payments for services No Yes Yes State or Local Vice President, Finance & Administration/Provost (only if using E&G Funds)
Contributions & Donations
For activities directly related to the University’s mission No No Yes State or Local President
Employee Functions/Recognition
Retirement expenditures which include items such as food, beverages, flowers, balloons and gifts provided the expenditures are commensurate with their years of service. Refer to Human Resources website for employee reward and recognition policies and procedures. No Yes Yes Local Authorized Approver
Receptions, staff retreats, entertainment, employee recognition luncheons/dinners, coffee for office staff and office parties are allowed when there is a clearly defined business purpose that supports the University’s mission, and a written list of participants No Yes (exception for meals required) Yes Local Authorized Approver
Employee Business Meals & Subsidy
All meals must be for bona fide business purposes and should include at least one non-employee. View Plan a Business Meal. No Yes (exception for meals required) Yes State or Local Authorized Approver
Training or business meals that involve employees only No Yes (exception for meals required) Yes Local Authorized Approver
Rent, parking, insurance, etc. No No Yes Local Vice President
Facilities Requirements.
Payments for service, portable electric heaters, window air conditions No Yes Yes Any Fund Source Executive Director, Physical Plant Department
Renovations/Construction/Repairs/Improvements No Yes Yes Any Fund Source Facilities Management
Flowers/Plants
Office plants (to include plant maintenance) when they are located in common/public areas and aid in the professional appearance of the office or building No Yes Yes State or Local Authorized Approver
Flowers for public events (e.g. graduation, at the dais/podium for seminars/ banquets, table centerpiece) No Yes Yes State or Local Authorized Approver
Flowers/plants to 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 is clearly documented. No Yes Yes Local Authorized Approver
Note:Except as specifically provided for in Allowable Expenditures “Funeral Expenditures”, flowers/plants shall not be purchased for employees’  immediate family or relatives.
Fundraising Activities/Development
Purchasing and payments for services No Yes Yes Local NA
Funeral Expenditures
Funeral attendance travel expenses for one employee selected by the Authorized Approver No No Yes State or Local Authorized Aprover
Flowers, meals or contributions in lieu of flowers for employee (including employee’s spouse, parents, children, or siblings) funerals are allowed up to $100 No Yes (exception for meals required) Yes Local Authorized Aprover
Gifts
Purchased for the University’s Service Awards Program by Human Resources No Yes Yes State or Local NA
To 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. Note: Gifts shall not be purchased for employees’ immediate family or relatives. No Yes Yes Local Authorized Approver
Home Internet
Home Internet service for employees requires a clear documented business justification No Yes Yes Grant (Specified in grant) Authorized Approver (Annual Approval Required)
Incentives
Incentives such as gift cards and other items (i.e. prizes) given to persons participating in various studies (i.e. clinical research studies, research projects, and surveys). View Compensate a Research Participant. No Yes (except Gift Card purchases) Yes Any Fund Source Authorized Approver
Legal Services
External Legal Services No No Yes Any Fund Source VCU Office of the General Counsel
Logos/Trademarks
University departments are required to use an officially licensed VCU manufacturer when ordering items bearing the University’s trademarks No Yes Yes Any Fund Source Assistant Director, Business Services
Memberships
Professional organizations with direct benefit to the University Yes (dues only)  Yes  Yes State or Local  NA
Social organization with clearly established and documented business purpose  No Yes Yes Local President or President’s Designee
On Line Auctions
(e.g.eBay) provided funds are transferred to an escrow account and not released to the seller until the purchaser has received and inspected the good and determine that they fulfill the purchaser’s requirements  No Yes  Yes Any Fund Source  NA
Parking Tickets
Parking Tickets issued to non-employees  No  Yes  Yes  Local  Authorized Approver
Public Art
Public Art (including portraits) that is purchased, gifted, or loaned. View University Public Art Policy.  No  No  Yes  Local  Authorized Approver
Radioactive Materials
Radioactive Materials  No  No  Yes Any Fund Source  Office Manager, Enviromental Health & Safety
Signage
Signage (exterior, interior, specialty)  No  Yes  Yes State or Local  Signage Manager, Physical Plant Support Shops
Sponsorships
Up to $1000 for a table at a professional organization’s meeting/event that is directly related to the University’s mission No Yes Yes State or Local Authorized Approver
Up to $2000 such as the aforementioned table, speakers, program, printing, and recreational events (e.g. golf tournament) No Yes (except to individuals) Yes Local Authorized Approver
Over $2000 No Yes (except to individuals) Yes Local Vice President
Store Memberships
Departmental memberships at club discount stores can be only used for University related business purposes only No Yes Yes State or Local Director of Procurement Services
Subscriptions
Subscriptions to news journals, periodicals and magazines when the subscription is necessary to fulfill ones professional responsibility No Yes Yes State or Local NA
Telecommunications Services
Purchases and payments for services No Yes Yes Any Fund Source Director, Telecommunications
Wireless Communication Device Services. View University Wireless Communication Device Policy. No Yes Yes State or Local Vice President, Finance & Administration
Tuition/Seminar Fees
Tuition for courses at other educational institutions may be reimbursed only if similar educational opportunities are not offered at VCU. See Human Resource Policy on Education and Training Opportunities. No No No State or Local NA
Two-way Radios
Purchases and payments for equipment and services No Yes Yes State or Local Chief of Police, VCU Police
Vehicles
Requires form from Parking & Transportation No No Yes Any Fund Source Parking & Transportation and Vice President, Finance & Administration