An employee of the University must not, other than on behalf of the University, solicit or accept any gift, payment, loan, or anything else of more than nominal or minimal value from a bidder, offeror, contractor, or subcontractor. Items of nominal value bearing advertising, (e.g., pens, calendars, or note pads) may be accepted in circumstances that will not affect the integrity of the University Procurement process. This does not prohibit employees from buying goods or services, or obtaining loans, for their personal use where they pay consideration equal to that of the general public for the goods, services or loans; nor does it prohibit employees from accepting meals or beverages from suppliers when offered to a large group of people at a professional event or meeting (e.g., training, trade show, exhibit).

This policy does not apply to consulting agreements or other contractual arrangements where University employees are providing services to an outside supplier.

1. Goods and Services:
   All goods and services acquired by the University, through purchase, gift or otherwise, become the property of the University. Discount coupons or other items of value received in connection with a procurement transaction, even if not included in that transaction, also become the property of the University. Any department receiving such items should notify the senior director of procurement services within three business days of the receipt.

   If the item can be used for University business by the department making the original purchase, the department will be authorized to retain the item. If the item cannot be used by the department, Procurement Services will assist in the transfer of the item to another department which can use it or surplus it. Under no circumstances can the item be given to or retained by an employee for their personal use.

   Gifts of goods or services – past, present or future – to the University or to an individual cannot influence the selection of a supplier to provide goods or services to the University.

2. Unused Airline Tickets:
   Any unused airline tickets resulting from University travel belong to the University and must be reported to the traveler's department and be used to reduce future University Business airline costs for the traveler.

3. Supplier Paid Travel:
   Travelers may not seek reimbursement for travel expenses directly from the supplier but should coordinate travel reimbursement with their department administrator and obtain prior approval from the appropriate dean/vice president for the trip.

   The University may seek reimbursement for travel of its employees from a supplier or potential supplier. In some circumstances, arrangements may be made for suppliers or potential suppliers to reimburse the University for travel expenses incurred by University employees to inspect or be trained on new equipment; to visit a site where goods or services can best be evaluated; or for some other purpose which is in the best interests of the University.

   Employees must notify the applicable dean/vice president in writing at least one month in advance of such travel to allow adequate time for review. The employee must provide the name of the supplier, the dates of the trip, and the estimated value of the trip. The employee must also explain the reason for the trip and the benefit of the trip to the University.

   If pre-approved by the dean/vice president, the University employee may accept the trip. The traveler must seek reimbursement for travel expenditures from the University and the employee's department must seek reimbursement from the supplier. The traveler is bound by the same conditions and spending limits prescribed for regular travel on official University business as outlined in policy FIN-004: Travel, Meals, and Entertainment Expenses Incurred on Behalf of the University. Procedures outlined under Travel Planning must be followed.

   The employee’s supervisor should notify their department administrator to contact the supplier for the reimbursement. The reimbursement should be made payable to the University of Virginia (not the individual traveler) and deposited to University funds as an expenditure credit, as outlined in policy FIN-050: Recording and Depositing Expenditure Credits.

4. Compliance with Policy:
   Failure to comply with the requirements of this policy may result in disciplinary action up to and including termination or expulsion in accordance with relevant University policies.

   Direct questions about this policy to Procurement Services.