Procurement and Payment Best Practices During Uncertain Times

The COVID-19 pandemic has and will continue to negatively impact the University’s supply chain for the foreseeable future.

Supply chain challenges have included longer delivery times on goods, changes to how services are provided, and suppliers going out of business. 

To help minimize University financial risk within the current environment, Procurement & Supplier Diversity Services (PSDS) would like to remind University departments of the following best procurement and payment practices:

• Follow the suggested procurement and payment methods listed on the Goods & Services Procurement Guide: https://procurement.virginia.edu/purchasing/purchasing-resources/goods-services-procurement-guide
• Avoid making prepayments.
• Do not accept future product or service credit in lieu of a refund.
• Try to do business with ‘Contract’ suppliers. Note: Firms that have punchout catalogs in the UVA Marketplace are contract suppliers and any supplier that has an orange “C” designation in your supplier search results is also a contract supplier.
• Close Purchase Orders that have had all University and supplier obligations met.
• For larger purchases that are complicated by the pandemic and economic environment, contact PSDS for purchasing and contractual support.

Procurement & Supplier Diversity Services is here to support you through any challenges you may face with your suppliers.

For any questions or concerns, please contact us at buy-pay@virginia.edu.