Update on Amazon Purchasing Guidelines: You Spoke, We Listened

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During the April Fiscal Administrators’ meeting, we heard our finance partners' feedback loud and clear regarding the planned shift in how Amazon purchases should be made at UVA. Based on that input, we’ve updated our approach to better support your needs while continuing to uphold purchasing and compliance standards.

Effective September 1, 2025, all Amazon purchases made using a T&E card must be for non-local shipments; that is, shipments to addresses outside of Charlottesville or off-Grounds UVA locations. This change helps us better accommodate departments that ship to remote employees, off-site labs, or other non-local destinations.

What This Means for You

• Local Shipments (UVA/Charlottesville Addresses):
  All purchases shipping to UVA or Charlottesville addresses must be made using the Amazon punchout in UVA’s Marketplace. T&E cards should not be used for these transactions.

  Having trouble with Amazon delivery to your UVA address?
  Please reach out to AskFinance@virginia.edu with the delivery address and specific instructions so we can help reduce mis-deliveries.

• Non-Local Shipments (Outside Charlottesville/UVA):
  If you're purchasing items to be delivered to non-local addresses, you may continue to use your T&E card through UVA’s Amazon Business website.

• Reimbursements:
  Beginning September 1, 2025, Amazon purchases will no longer be eligible for reimbursement.

Timeline

• May 1 – August 31, 2025: Grace Period
  Use this time to transition to the Amazon punchout for local deliveries.
  • Reminder emails will be sent to cardholders and reimbursed employees during this time.
  • No formal violations will be issued during the grace period.

• September 1, 2025: New Guidelines Go into Effect
  • T&E card purchases shipped to local addresses, as well as Amazon reimbursements, will be tracked under the T&E Misuse Monitoring program.
  • Non-compliant purchases will be followed up with appropriate action and support.

Support and Next Steps

Our goal is to make this transition as smooth as possible for everyone. We’ll continue providing updates and guidance through communications and training as we approach the go-live date.

Need help?
Visit AskFinance@virginia.edu with any questions, concerns, or address updates.  You can also see our webpage for more information and links to resources. 

Thank you for your continued partnership and attention to these updated purchasing procedures. We’re here to help you navigate the changes—and as always, we’re grateful for the work you do. 

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Related Content:  T&E Card Misuse Monitoring Program