Office of Procurement Services

Allowability Quick Reference

Quick reference guide for specialized category purchases and approvals

 VCU, as a Level 3 public institution of higher education, mandates that approvals for special categories of purchases are approved. This approval ensures that the University maintains brand protection and consistency, considers risk management and compliance, upholds ethical and legal standards and ensures sound financial stewardship. 

Specialized & prohibited purchase categories

Marketing, Events & Sponsorships
Category Funding source Key requirement / approval P-Card?
Promotional items (mugs, t-shirts, etc.) Local Authorized approver Yes
Recruitment ads State or local Must directly support outreach Yes
Sponsorships (<$1,000) State or local Related to University mission Yes
Sponsorships (>$2,000) Local VP for Enterprise Marketing Yes
Trademarks & licensing Any Must use officially licensed vendor Yes
Food, Gifts & Recognition
Category Funding source Key requirement / approval P-Card?
Business meals Any 20% tip limit; must be bona fide business Exception form required
Alcoholic beverages Local Must comply with University Alcohol Policy Yes
Employee recognition Local Under $100; based on years of service No (reimbursable)
Gifts (non-employees) Local Documented relationship/reason Yes
Gift cards Any Must follow Gift card decision tree No (PO only)
Flowers/plants State or local For public areas or documented business use Yes
Facilities, Technology & Operations
Category Office of resp. Key requirement / approval P-Card?
Software / subscriptions Tech Services IT Governance review required Yes
Telecom / wireless Tech Services Director of Telecommunications Yes
Renovations/repairs Facilities Mgmt Must go through Facilities Management Yes
Vehicle lease/purchase Parking & Transp. Fleet Manager approval via Request Form No
Staffing services Human Resources Accessing temporary position contracts No
Restricted & Prohibited Items
Item Status Note
Lobbying services Prohibited Employment of lobbyists is generally prohibited.
Regalia (caps/gowns) Not allowed Considered a non-allowable expenditure.
Personal items Not allowed Items not retained by the university are prohibited.
Radioactive materials Restricted Requires Occupational Health and Safety approval.
Legal services Restricted Must be pre-approved by University Counsel.

For standard purchases, the process is handled through the RealSource system. However, specialized categories have their own unique workflows.

Category-specific approval workflows

📢︎ Marketing & sponsorships

👤 Approval authority: Enterprise Marketing and Communications (EMC).

Process:

  1. Units must submit a Request to Advertise or Sponsorship Request form at least five business days in advance.
  2. EMC reviews for brand compliance and mission alignment within three business days.
  3. High-Value Sponsorships over $2,000 require specific approval from the VP for Enterprise Marketing and Communications (p. 1). 

⌨ Software & technology

👤 Approval authority: IT Governance

Process:

  1. IT Governance Review: Mandatory for new software, technology that shares data with third parties, or AI features.
  2. Levels: "Low impact" investments use a fast-track review, while "high impact" investments go through a full Committee review (taking about five days) before a final recommendation to the Strategic IT Council.
  3. Approved items receive a tracking number required for procurement to process the contract. 

🍽︎ Business meals & food

👤 Approval authority: Departmental Authorized Approver (p. 2)

Process:

  1. Meals must have a documented bona fide business purpose and a list of attendees.
  2. Pcard Usage: If using a university credit card (Pcard) for business meals, a Request for Exception form must be submitted and approved before use (p. 2). 

📄︎ Contracts (goods & services)

Process:

  1. Contracts > $10,000: Must be submitted as a requisition in RealSource; it is then routed to a Category Manager or Senior Buyer for review.
  2. Contracts ≤ $10,000: Do not require central purchasing involvement unless a vendor signature is needed, in which case a RealSource Contracts+ Request is required.