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 Brett Evans 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 Brett Evans for reimbursements that total over $500.