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. For a full list of expenditure guidelines, reference the University Financial Guidelines.

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 Anthony Sparacino for details on how to register new vendors.
    • If vendors are unwilling to register with eVA, a reimbursement can be processed up to $500. Contact Anthony Sparacino for reimbursements that total over $500.