1. The VCUQ Requestor obtains one written quote.
2. If the vendor accepts it, a P-Card is highly encouraged for payment.
3. If the P-Card isn't accepted, the Requestor completes a purchase requisition with the quote attached.
4. VCUQ Director of Finance approval in RealSource is required.

1. The Requestor obtains the appropriate number of quotes based on the procurement method (below).
2. A purchase requisition with all quotes attached is completed in RealSource and approved by the VCUQ Department Head (and the Dean if the request is $200,000 or over).
3. The VCUQ Procurement Coordinator sends supporting documentation to the VCUQ Buyer in Richmond, who completes the procurement.

Term contract orders

Contracts+ is the university's system of record for purchase contracts. To order off a term contract, obtain a quote from the contractor and verify it matches the contract's prices, discounts, and terms.

Competitive purchases $10,000–$200,000

Obtain three quotes with common written specifications. Award goes to the lowest responsive and responsible vendor.

Competitive purchases over $200,000

Handled by the VCUQ Buyer using either an Invitation for Bid (IFB) when award is based solely on price, or a Request for Proposal (RFP) when award is based on overall value. Solicitation timelines and advertising differ for Middle Eastern/European vendors versus US vendors (US solicitations post publicly in eVA for a minimum of 10 calendar days).

Sole source. All sole sources over $10,000 USD must be approved in advance by VCU Richmond Procurement Services. Obtain a quote, complete the sole source documentation form, and attach it to the requisition in RealSource.

VCUQ-specific exemptions to competition

In addition to the exemptions on the main VCU methods reference, these may be procured non-competitively with one quote (over $10,000 still requires advance Richmond approval):

• Short-term rental (under six months) of real property — e.g., building or hotel space
• Catering
• Qatar Foundation payments
• Tuition for employees' children (up to four)
• Rental vehicles for employees
• Freight forwarding services

Emergency procurements over $200,000 require advance approval from the VP. Submit the quote to the VCUQ Buyer with documentation that supports the nature of the emergency, the amount of competition sought, the rationale for vendor selection, and price reasonableness. The requisition is routed through RealSource for approvals.

• If P-Cards are accepted and the order is under $10,000, purchase by P-Card and ship to the Richmond office that accepts VCUQ packages.
• If the P-Card isn't accepted, or the order is over $10,000, submit a purchase requisition in RealSource.
• The VCUQ Director of Finance must approve in RealSource for it to route to the VCUQ Buyer in Richmond. Once fully approved, the Requestor sends the PO to the vendor.

If an invoice total is higher than the original purchase order total (and the invoice is accurate), create a RealSource Change Request to reflect the new total before payment.

Under $10,000: the Requestor submits the contract directly to the contracts team via the Contracts+ module in RealSource.

Over $10,000: the Requestor submits a requisition in RealSource with the contract attached. The VCUQ Buyer reviews it and sends it for signature.

Employees with authority to affect a procurement transaction may not solicit or accept payments, loans, gifts, transportation, lodging, meals, event tickets, or anything else of value from a bidder, offeror, contractor, or subcontractor. They also may not accept employment from a contractor they dealt with officially for one year after leaving state employment without prior written notice (Code of Virginia §2.2-4370).

See the Ethics in Public Contracting guidance for details.

An individual under contract to provide goods or services who:

• Is not currently a VCU employee
• Has no expectation of becoming one at the end of the contract
• Relies on their own expertise rather than department instructions
• Works to the specifications of, but not under the direction of, a VCU employee or student
• Doesn't have set work hours or days set by the University

Commonly treated as independent contractors

Artwork, disc jockeys, entertainers/actors/talent, musical instrument tuners, one-time guest speakers, foreign-language and deaf translators, writers, and some IT and web design services.

1. Department prepares an ICA and sends it with the Payment Information Form to the IC for review, completion, and signature.
2. On return, the department preparer signs as Requestor and sends the ICA and PR form to the Department Head for Fiscal Administrator signature, then to the Associate Dean for Administration.
3. The Associate Dean for Administration signs all ICAs regardless of dollar amount. ICAs over $2,000 must also be signed by the Dean.
4. The Associate Dean sends the completed ICA and PR form to the Procurement Manager to enter into the system.
5. If the total exceeds $10,000, the procurement must be approved by the VCUQ Senior Buyer.
6. The Procurement Manager sends the final ICA and Purchase Order to the IC, Requestor, and VCUQ Finance.
7. On completion of services, the Requestor sends the final ICA, PO, and Payment Information Form to the Receiver for Banner receiving, then to VCUQ Finance for payment.
8. The VCUQ Senior Payment and Travel Officer reports all payments to US citizens, regardless of amount, for tax purposes.

• An IC can be a US citizen (issued a 1099) or non-US citizen. Work can be done in Doha, the US, or elsewhere.
• Every ICA must be accompanied by a Purchase Order before services start.
• Any ICA over $10,000 follows the appropriate procurement process as determined by the Senior Buyer.
• The ICA amount must reflect the total for all services — e.g., $2,500/quarter for four quarters is a $10,000 ICA.
• The SSN box must contain the SSN (US citizen) or N/A (non-US citizen). A blank SSN box makes the ICA incomplete.

See also the main Pay an Independent Contractor guidance.