Delegation Restrictions

• Never enact purchases that are restricted by either state or university policy.
• PERSONAL USE: Departmental personnel shall not purchase items for personal use/ nor personal items for the office. Some examples are: gifts, flowers, bottled water, coffee services, cash advances, etc.
• BUSINESS TRAVEL EXPENSES: The P-Card IS NOT interrelated with the General Electric (GE) MasterCard Travel Card. The P-Card has preset blocks, which restrict purchases in the following categories: accommodations, car rental, oil/gas, and restaurants. It is not permitted to use the card for business meals, meeting refreshments, personal items, cash advances, and business travel expenses, with the exception of airline and mass transit tickets. Refer to the Corporate Purchasing Card section of Procedure 20335e: Air Transportation prior to purchasing airline and mass transit tickets.

  Note: Conference registration expenses may be charged to P-Card when they are not paid to the lodging provider.

• VIRGINIA TECH FOUNDATION, INC: The HokieMart and the P-Card cannot be used to make purchases that are to be charged directly to Virginia Tech Foundation (VFT) funds. To use VTF funds, departments may purchase goods and services using state funds then reimburse the state account with VTF funds. Requirements for using VTF funds is as follows:
  • State and university policies must be followed.
  • Initially the charge must be paid by a state account.
  • The state account must be reimbursed from a VTF fund.
• UNIVERSITY BOOKSTORE: Purchases up to $2,000 may be made from the on-campus University Bookstore may be made using HokieMart, the P-Card. or the University Bookstore Charge Sales Ticket.

• MANDATORY SOURCES: Virginia law requires the use of Virginia Correctional Enterprises when purchasing furniture items listed in their product catalog.
• PREFERRED SOURCES: A wide variety of Virginia Tech contracts and state contracts are available. The products and services offered through these contracts are favorably priced and the suppliers are reliable. Use of these contracts is strongly preferred instead of open-market buying.

The ordering department must obtain the following pre-approvals prior to the placement of an order:

• SPONSORED PROGRAMS - The Office of Sponsored Programs (OSP) must approve transactions with a Banner Fund number beginning with a 3, 4, or 5 covering consulting agreements/contracts, maintenance agreements/contracts, as well as subcontracts. HokieMart workflow will electronically route Requisitions to OSP for approval. If using the P-Card, the Sponsored Programs review and approval can be obtained by fax (540) 231-3599, hand delivery, or campus mail. OSP approval documentation must retained in the departmental P-Card file.
• CONTRACT APPROVALS - Refer to University Policy 3015. In all cases where the vendor requires Virginia Tech to sign a contract or any other agreement, such as a maintenance agreement, the contract must be reviewed by:
  • Legal Counsel, who will provide a signed memorandum of review indicating "acceptance" or "acceptance provided changes as indicated by Legal Counsel" prior to the purchase. A copy of the approval must be made a part of the department file. Legal Counsel is located in Burruss Hall, 231-6293.
  • After review by Legal Counsel, Vice Presidents, Deans, Directors and Department Heads have signatory authority as provided in University Policy 3015.

  The fully executed copy must be mailed to the vendor.

  A copy of all correspondence and the signed contract must be retained in the ordering department's files.

• POLICE DEPARTMENT - Manual approval must be obtained from the Police Department for purchase of precursor chemicals identified as follows:

  Anthranilic acid, Norpseudoephedrine, Benzyl cyanide, Phenylacetic acid, Ephedrine, Phenylpropanolamine, Ergonovine, Piperidine, Ergotamine, Pseudoephedrine, N-Acetylanthranilic acid, 3,4-Methylenedioxyphenyl-2-propanone

  A record of this approval must be retained in the ordering departments P-Card files or attached to the copy of the DOPP form being submitted for payment. Police review and approval may be obtained from the Director of University Police, Police Department, 231-6183.

• CARPET OR FLOORING APPROVALS - Departments may purchase carpet or flooring (up to $2,000) if:
  The carpet is purchased from state contract suppliers.

  Manual a pproval is obtained from Environmental Health and Safety Services (EHSS) prior to contracting for any flooring or carpet procurements. The university has a requirement to complete an asbestos inspection prior to starting any work.

  EHSS review and approval can be obtained by contacting EHSS Asbestos Program, mail code 0423; fax 231-3944; or phone 231-5985.

  A record of this approval must be retained in the ordering department's file.

For various reasons relating to control and good business practices, the following goods and/or services typically CANNOT be purchased by university departments. To purchase these items, the department should contact the Purchasing Department or the entity responsible for overseeing the goods/services, if applicable. If an occasion arises where there is an appropriate need for a department to directly purchase any of the goods/services listed below, they must have written/documented approval from Purchasing or the entity responsible for overseeing the goods/services. Departments must maintain these approvals in their files for audit purposes.

Note: See Administrative Approvals for an explanation regarding the entities responsible for specific purchases.

• Narcotics or dangerous drugs (prescription drugs), except for Student Health Services and Veterinary Medical Teaching Hospital.
• Advertising type novelties or gifts.
• Vendor issued gift cards or prepaid phone cards.
• Alcoholic beverages. (Except for Catering Services and the Inn)
• Firearms and ammunition, except for Police Department. These items must be purchased through the Police Department.
• Purchases from state employees or immediate family.
• Air conditioners, except for Physical Plant. Refer to University Policy 5705.
• Refrigerators, freezers, and fume hoods.
• Campus Design and Construction, except for Physical Plant. This includes any type of renovation, security/fire systems, painting, electrical, building locks/keys, etc. Refer to University Policy 5405 and 5620.
• Real Estate payments. The acquisition of real estate includes short-term storage units, research plots, office buildings and suites, laboratory research space, parking facilities, and apartments. Any building or land lease must be executed through the Office of Real Estate Management. Please note, Real Estate Management is also the point of contact for the renovation, maintenance and repair of all leased facilities (per university policy 5404).

General Policy:

The P-Card may be used for the following:

• Over the counter sales with local vendors
  
• Purchases from the US Post Office
  
• Air fare
• Membership and association dues
• Conference and course fees, seminars/training and other registration fees
• Advertising for employment opportunities and other announcements
• With vendors that do not accept HokieMart see http://www.purch.vt.edu/HokieMart/xvendors.html
• Any other Category on the Direct Pay List that that is marked (eVA exempt) see http://www.policies.vt.edu/3220.pdf
  

General Restrictions for the P-Card (in additiion the General Restriction above)

• Radioactive materials, (except for Environmental Health and Safety Services) These materials must be purchased through Environmental Health and Safety Services.
• Yearly maintenance and/or service agreements paid monthly having an annual cost exceeding $2,000.
• Copier maintenance contracts.
• Printing, (except for National Capital Region (NCR)* which has a $2,000 delegation limit see Printing.) Refer all other printing needs to to University Printing Services.
• Photocopying. University Copy Centers should be used. Blacksburg campus personnel can spend up to $50, off-campus personnel can spend up to $300, and the National Capital Region (NCR) can spend up to $2,000 per order with a commercial vendor.
• New and used licensed vehicles.
• Telecommunications goods and services. Purchases of all telecommunications products, services and/or maintenance contracts on telecommunications hardware and software (i.e., telephones, telephone systems, two-way radios, microwave transactions, internet subscription services, cell phones (new and replacement), cell phone accessories, XM Radio, and any cable or satellite TV services) must be purchased/requested through Communications Network Services (CNS). Cellular telephone purchases and monthly service charges are processed by CNS.
• Respirators and cartridges. To ensure maximum safety and effectiveness, respirators and cartridges require technical support. This includes matching the product to the intended application and sizing to ensure a protective fit. To accomplish this, respirators and cartridges should be ordered directly from Environmental Health and Safety Services. They can be ordered by e-mail at vt-respirators@vt.edu or by directly contacting the Occupational Health and Industrial Hygiene Division at 231-2509. Respirators and cartridges should not be ordered directly from suppliers.

*The National Capital Region (NCR) includes graduate schools and research centers in Alexandria, Arlington, Falls Church, Leesburg, Manassas, and Middleburg.