Policies, Procedures, and Guidelines

The Procurement Policy provides guidance on purchasing goods and services and ensures the appropriate use of University resources to further the University’s mission of teaching, research, scholarship, and service. 

Identifying the procurement practices for acquiring goods and services ensures timely, cost-effective purchasing while maximizing the University’s buying power. Additionally, it aims to streamline business processes, ensure compliance with related policies, and mitigate institutional risk associated with contracting and procurement activities.

To support these goals, the University strongly encourages the use of existing contracts whenever possible, as these vendors have been vetted for quality, and pre-negotiated pricing is already in place. If you need assistance in identifying contracts or vendors for which contracts are established, please contact your department procurement specialist or the Procurement office a procurement@richmond.edu.

The Contract Management and Delegation of Contract Approval and Signature Authority Policy are designed to mitigate risks associated with legal agreements and protect the University’s assets by providing clear, structured guidance to the University community. These policies must be followed when developing and managing contracts on behalf of the University.

The purpose of the Gifts and Gratuities Policy is to direct University employees as to how to respond when presented with a gift or gratuity from a Vendor.

Click. Shop, Buy - For hassle-free purchases of general goods, please access the easy-to-use self-service Supplier Catalogs through Workday. Ordering goods this way does not require, quotes, receipts, or reconciliation of purchase card transactions. To access these catalogs, use the Create Requisition task in Workday. Step-by-step instructions on this process can be found here.

Supplier requisition catalogs available today include Amazon, Staples, and Grainger. More catalogs will be added through 2025.

Workday Task:  Create Requisition

Option:  Connect to Supplier Website

Goods and Services

To process non-catalog orders for goods or services, create a requisition in Workday via the create requisition – non-catalog task.

Pre-requisite for Ordering

1. Your supplier must be enrolled in Workday. If your supplier is not in Workday, use the Create Supplier Request task on Workday to initiate this enrollment.
2. Obtain a written quote from the supplier. The quote is a formal document provided by a supplier in response to a request from a buyer. It outlines the pricing, terms, and conditions for the goods or services the buyer intends to procure.

Workday Task:  Create Requisition

Option:  Request Non-Catalog Item

Complex/High Dollar Purchases

For processing of complex purchases or expect to have a dollar value of more than $125,000, please contact the procurement office so the appropriate procurement method can be identified based on your needs.

Please contact University of Richmond Facilities for your furniture questions or needs. 

All purchase requests for desktop computer hardware, software, peripherals, and printers must be initiated through Information Services.

The Office of Procurement facilitates the purchase of all vehicles, including automobiles, golf carts, Segways, and boats. All vehicle purchases must go through our office. When you’re ready to make a purchase, please contact Hugh Elwood for assistance.

Vehicle Acquisition Process

1. Assess Your Needs – Evaluate your department’s requirements to determine whether a replacement or an additional vehicle is necessary.
2. Identify Specifications & Budget – Define key vehicle specifications, such as passenger capacity, cargo space, four-wheel drive capability, towing capacity, and number of doors. Ensure that funding is secured and a budgeted amount is identified.
3. Contact Procurement – The Office of Procurement will assist in identifying vehicle options based on the specific task and departmental needs. We will also engage University Facilities’ Vehicle Maintenance Team to ensure compliance with efficiency, durability, sustainability, and University vehicle standards, including exploring alternative fuel or hybrid vehicles whenever possible.

Ongoing Vehicle Maintenance

• The Office of Procurement manages vehicle registrations, asset management, and property tax payments for all University-owned vehicles.
• University Facilities is responsible for maintaining all University vehicles.

The Procurement Code of Ethics establishes principles to ensure fair, transparent, and responsible purchasing practices while upholding the integrity of the procurement process.

Core Principles:

1. Integrity & Transparency – Conduct procurement activities with honesty, fairness, and openness. Avoid conflicts of interest and disclose any potential bias.
2. Accountability & Compliance – Adhere to all University policies, laws, and regulations governing procurement. Ensure responsible use of University funds.
3. Fair Competition – Provide equal opportunity to vendors and suppliers, fostering a competitive and diverse supplier base.
4. Confidentiality – Protect sensitive procurement and supplier information from unauthorized disclosure.
5. Stewardship & Cost Efficiency – Maximize the University’s financial resources by securing quality goods and services at the best value.
6. Professionalism – Maintain respectful and ethical relationships with colleagues, vendors, and stakeholders.

Adhering to this Code of Ethics ensures the procurement process aligns with the University’s mission while fostering trust, efficiency, and compliance.

University employees must not participate in selecting, awarding, or administrating a contract or transaction if a real or apparent conflict of interest exists. A conflict of interest arises when an employee, a member of their immediate family, their domestic partner, or an organization that employs or is about to employ any of these individuals has a financial or other vested interest in the firm selected for the award. All employees are expected to adhere to the University’s Conflict of Interest Policy.

The University of Richmond is committed to sustainability through Green Purchasing, which prioritizes Environmentally Preferable Products (EPPs)—goods and services that minimize environmental impact while maintaining quality and performance.

Key Considerations for Green Purchasing:

• Product performance, durability, and repairability
• Sustainable resource use and waste reduction
• Recyclability, biodegradability, and recycled content
• Low toxicity and clear labeling for responsible use

Cradle to Cradle Approach

We strive to purchase products designed for sustainability, reuse, and recyclability. The Cradle-to-Cradle Certification recognizes products meeting high environmental and social responsibility standards, including:

• Use of safe, sustainable materials
• Design for recycling, composting, or reuse
• Energy efficiency and renewable energy use
• Water conservation and quality standards
• Ethical and socially responsible manufacturing

Sustainability Certifications

The University prioritizes products with recognized sustainability certifications, including but not limited to:

• Energy Star – appliances and lighting
• GreenGuard – flooring, paint, furniture, textiles, and cleaning products
• Green Seal – cleaning and paper products, food prep packaging
• Forest Stewardship Council (FSC) – certified paper, print products, and furniture.
• Scientific Certification Systems (SCS) – furniture, textiles, and building materials.

By incorporating these principles into procurement decisions, we advance the University’s commitment to environmental stewardship and responsible purchasing.

The University of Richmond may engage external firms or individuals for personal and professional services when specialized skills, knowledge, or resources are required that cannot be provided by existing staff or University service departments. These services are obtained through a professional services contract and must be selected based on impartiality, competitiveness, and the provider’s ability to meet the University’s needs. For further guidance and assistance, please consult the Office of Procurement.

Examples of Personal/Professional Services Contracts:

• Architectural and Engineering Services
• Technology Services
• Auditing, Accounting, and Financial Services
• Consulting Services
• Research
• Surveys and Studies

Please contact the Grants Accounting office for grant-funded purchasing guidelines.

The University is sales tax-exempt applies to the purchase of tangible personal property, purchase of meals, prepared foods, and catering by the University. The sales tax exemption does not apply to hotel or motel accommodations.

 A copy of the sales and use tax exemption certification can be found here.

All tax-exempt purchases must be made with a University purchase order, purchase card, or supplier invoice payment. Purchases made with cash or personal credit cards are not eligible for tax-exempt status.

Contact the Procurement Office for sales tax exemption certificates for lodging tax in Florida, Tennessee, Maryland, and the City of New York (not New York State).

State sales and use tax certificate of exemption form ST-12 will be issued upon request to the Procurement Office.