Guidelines for Spending GSASC Funds

As a UVA Special Status Organization, Grad Council can only fund certain types of expenditures. There are also specific expenditures that MUST be paid for in a certain way to conform to University guidelines. The list below should serve as a quick reference guide to these regulations. 

Types of Expenditures:

• Fundable Expenses:

  • Food

  • Disposable Goods

  • Printing/Copying Services

  • "Services"

    • Examples of "services" include security, music, tech support, web hosting, driving, manned transportation, space rental, etc.

    • All "services" must be paid by PO or PTAO

  • Parking

• Expenses that are NOT Fundable by GSASC:

  • Lodging

  • Transportation

  • Honoraria

  • Speaking Fees

  • Hard Goods

  • Pay and Wages

  • Paid Media Advertising

Types of Providers:

• Expenditures from a UVA-Internal Vendor

  • These expenditure types MUST be paid for by PTAO (like a UVA Bank Account Number). Reimbursements cannot be processed for these expenditures.

• Expenditures from a UVA-External, eVA Registered (or AmericaToGo registered) Vendor

  • These expenditures MUST be paid for by PO (Purchase Order) or PTAO. Reimbursements cannot be processed for these expenditures.

• Expenditures from a UVA-External, non-eVA Registered Vendor

  • Reasonable efforts should be made to encourage these vendors to become eVA registered. Contact Tyler Barnes for details on how to register new vendors.

  • If vendors are unwilling to register with eVA, a reimbursement can be processed up to $500. Advance approval is required for reimbursements that total over $500.