AI & Agreements at UVA

Procurement Guidance

AI and Agreements at UVA

What This Means for Your Purchases

AI Features have an impact on procurement processes

If you’re purchasing software and the supplier mentions Artificial Intelligence (AI), you may notice something new in the process: agreements may need extra review before Procurement can move forward.

AI features are now built into many types of software. You might see them in programs that help write or summarize documents, transcribe meetings, analyze research data, or generate content from prompts.

This means the University needs to understand how software handles University information before agreeing to the contract.

Why AI Software Sometimes Needs a Closer Look

With AI, information entered into the system, such as prompts or datasets, may be stored by the supplier and used to improve or train their AI models.

Before UVA moves forward with an agreement, Procurement needs to understand:

• Does the supplier store information entered into the system?
• Can the information be used to train their AI models?
• How is the data stored and protected?
• Does UVA retain rights to its own data and intellectual property?

Why this matters at UVA

Because UVA works with sensitive information, including student records, research data, financial information, and intellectual property, Procurement may work with the Office of University Counsel and other subject matter experts to make sure these agreements appropriately protect the University.

What This Means for Your Purchases

If you’re considering software that includes AI features, it is helpful to think through a few early questions:

• What type of University data will be entered into the system?
• How will the software use that information?
• Will it interact with sensitive or restricted data?

These answers help determine whether additional review is needed.

Because of these considerations, purchasing AI-enabled software may take longer to move through the contract process. Connecting with Procurement early can help avoid delays later on.

Rule of Thumb

If you’re considering purchasing software with AI features, connect with Procurement early so we can help keep the process moving.

Sustainability Lunch & Learn

Lunch and Learn-Behind the Bins: How Waste Works at UVA

Curious what UVA is doing to reduce waste? Skeptical about where our recycling actually goes?

Join the UVA Office for Sustainability for this Lunch & Learn session to kick off Earth Month! Dana Schroeder, Waste Reduction Outreach & Engagement Manager, will share UVA's waste goals and progress, how our recycling and composting systems work, and resources for reuse and waste prevention. Lunch will be provided for all registrants. Register by March 27. This event may count toward a reward-eligible stamp on your Sustainability Passport.

• When: April 1, 12-1 PM
• Where: Newcomb Hall, South Meeting Room
• Register here by March 27

Earth Month Call for Events

This April, we look forward to celebrating Earth Month with you! You can be a part of the 50+ activities, celebrations, and involvement opportunities in the Charlottesville area, showing care for this beautiful planet that we call home. Please fill out this form if you plan to host a sustainability related event at UVA or in the greater Charlottesville community during the month of April. To be prioritized for placement in our newsletter, website, and social media, please submit events by Tuesday, March 24. We will accept events submitted after that date, but we cannot guarantee inclusion in our special-edition weekly newsletters.

Earth Month Events

Fogg Behavior Design Training at UVA

Bring a world-class behavior change system into your work.

Do you need to change behavior at a scale? 

It's not algebra; it's the Fogg Behavior Model!

If your success depends on changing human behavior, Fogg Behavior Design is a systematic approach that was created, tested in real-world settings, and improved over 20 years by Dr. BJ Fogg, founder of the Behavior Design Lab at Stanford University.

This approach teaches practical, applicable skills you can use right away on your professional projects. Now you have the chance to bring this science-backed approach into your work at UVA. This training teaches you to think clearly and design effectively for behavior change.

See the Fogg Behavior Model and watch it in action: Behaviormodel.org/videos

Workshop Details:

• Presenters: Stephanie Weldy, MEd with BJ Fogg, PhD
• When: April 16–17 and May 8 (1-hour Zoom Session)
• Where: The Graduate Hotel, Piedmont Room
• Cost: $1500 per person UVA discounted price; Eligible for UVA Education Benefits
• Ready to Register? Have Questions? Contact Tim Kelley at orgex@virginia.edu

FEAP: The Start of Spring is a Time for Renewal, Reflection, and Growth

FEAP Monthly Well-Being Update

Spring is a time of renewal

As we move toward the end of March, we are also stepping into a season that naturally brings reflection and reset. For many, this time marks the close of fasting and intentional practices, and on March 20, we welcome spring.

Even if you do not observe these traditions, this time of year tends to shift things. The days get longer, the energy feels different, and it becomes easier to pause and think about what we want to carry forward and what we might be ready to let go of.

You might take a moment to check in with yourself:

• What is something you want to approach differently this season?
• What do you want to carry forward into spring?

The Faculty and Employee Assistance Program (FEAP) is here if you need support. Services are confidential and available at no cost, whether you are looking for guidance, a new perspective, or just a space to talk. Stay connected with FEAP:

• Explore FEAP Services
• Explore FEAP Substack
• Request a Confidential Consultation

What’s Guiding Our Work in 2026

Our areas of focus support UVA's mission

As we move through 2026, many of the updates and initiatives you will see from UVAFinance will be based on our five focus areas for the year. These priorities reflect our commitment to strengthening financial operations, improving systems and processes, and deepening partnerships across the University. 

From Procurement Transformation and general ledger optimization to OneUVA Workday and expanded engagement with teams across Grounds, these efforts help position the University for strong, sustainable operations. 

You can learn more about the 2026 UVAFinance Focus Areas on our website. 

Thank you for your continued partnership as we work together to support UVA’s mission in education, research, and healthcare! 

Professional Development Corner: March 2026

Contributed by Patty Marbury Professional Development Corner Note: Please discuss all professional development opportunities with your manager before applying for any funds. See below for more information on the Education Benefit. Why is professional development important? Professional development offers a valuable opportunity to stay engaged and navigate the constantly changing landscape of higher education—and beyond. Whether you’re looking to learn new skills, sharpen existing ones, enhance your leadership abilities, explore new interests, stay on top of emerging trends, or simply connect with colleagues, there’s something for everyone. Read the Wharton article Setting Professional Development Goals That Actually Work As we develop our goals for the year, it’s a good idea to also think about professional development—what we want to learn, where we want to grow. But even with the best intentions, it’s easy for plans to fade as day-to-day work takes over. A few good reminders: Align your development goals with your annual performance goals. Keep goals specific and achievable—choose one goal that will have meaningful impact on your work. Look for small opportunities to practice and apply what you’re learning. Stay flexible. Professional development plans may shift as your work, priorities, and goals change. Professional Development Opportunities To help with your planning, below is information about a variety of workshops, courses, and resources to support your ongoing growth. While some opportunities are free and others may have a fee, many do not require travel. Please feel free to share other opportunities you come across and they can be included in future communications. Featured Resource: Coursera Remember that UVA has a university-wide subscription to Coursera, an online learning platform offering a wide range of courses, specializations, certifications, and degree programs from universities and institutions around the world. Check it out and start learning. Explore Coursera Upcoming Offerings As in recent months, the opportunities below focus on offerings that may be eligible for the centrally funded education benefit and are offered virtually or locally, helping minimize travel costs. If you are requesting departmental funds, make sure you have approval before registering or enrolling. Spring FOCUS May 19–21, 2026 at VMI in Lexington, VA In-person registration: $350 (closes May 1, 2026) Virtual attendance: $50 (registration opens after May 1) EDUCAUSE Events From their website: EDUCAUSE is a nonprofit association whose mission is to lead the way, advancing the strategic use of technology and data to further the promise of higher education. They connect and empower their member community through insights, advocacy, resources, and learning opportunities to anticipate trends and strengthen professional practice. View EDUCAUSE events NACUBO UVA has institutional membership with NACUBO, and individual membership is free. Highlights: • Award nominations open; deadline is Friday, April 3, 2026 • Washington Update: April 6, 2026, 1–2 p.m. • Other live online events are generally free to NACUBO members and some offer CPE credits • Recordings, conferences, forums, self-paced courses, microlearning, and podcasts are also available Featured Events: • NACUBO 2026 Annual Meeting – July 18–21 in Anaheim, CA • 2026 Higher Education Accounting Forum – April 13–15 in Boston, MA • New: 2026 Actionable Insights for AI Series – May 12–28 online Self-Paced Courses: • Strategic Higher Education Finance and Planning ($595) • F&A Short Form ($150) • Essentials of College and University Accounting ($125) • Facilities Management ($49) • Endowment Fundamentals ($49) • New to Higher Education ($49) Podcasts: • Career Conversations • NACUBO in Brief * To join, go to nacubo.org and click “Login or Join.” From the login box, click “Don’t have an account” and complete the form. In the “Primary Affiliate” field, enter “University of Virginia” and select the appropriate affiliate. Visit NACUBO SACUBO • 2026 Annual Convention – April 19–21, Dallas, TX ($895; early bird registration ended 2/23/26) • 2026 Fall Conference – November 11–13, Myrtle Beach, SC (save the date; more information coming soon) EACUBO • Higher Education Leadership Program – August 10–13, 2026, at Cornell University in Ithaca, NY ($2,999) • 2026 Annual Meeting – October 12–15, 2026, Buffalo, NY (save the date; more information coming soon) Final thought: Professional development does not have to mean travel or a major time commitment. Small, intentional steps can make a meaningful difference over time.

Worktag Deactivation Now Available for Programs and Activities

Work with your FDM Administrator

Good news for units looking to keep their Financial Data Model (FDM) clean and organized: Program and Activity Worktag deactivation is now available in Workday for all units.

As fiscal year end approaches, now is a great time to review your Program and Activity Worktags and identify any that are no longer needed. Deactivating unused Worktags helps ensure you start the next fiscal year with a streamlined set of FDM values.

Before requesting a deactivation, please review the criteria and process on the UVAFinance website:

https://uvafinance.virginia.edu/workday-financials/fdm-worktags/how-deactivate-activity-and-program-worktags

To request that a Worktag be deactivated, work with the FDM administrator for your school or unit.

Not sure who that is? You can find a complete list of FDM administrators here:
https://uvafinance.virginia.edu/resources/who-mbu-fdm-administrator-my-area

Taking a few minutes now to review and deactivate unused Worktags can help ensure cleaner reporting and smoother financial management in the year ahead.

OneUVA Workday Project Officially Kicks Off

And they're off!

On March 17, colleagues from across UVA’s academic division, community health, and medical center came together to officially kick off the OneUVA Workday project, marking an important milestone in the multi-year effort to transform how we operate as one unified University and academic health system.

OneUVA Workday is more than a technology implementation. It represents a coordinated approach to simplifying how work gets done, improving transparency, strengthening strategic decision-making and financial stewardship, and reinvesting efficiencies back into UVA’s core missions of patient care, research, education, and service.

During the kickoff, attendees heard from University and Medical Center leadership, who shared their enthusiasm for the long-term opportunities this work will create across the institution.

This event also marked the transition from Phase Zero (focused on establishing the project structure and defining future-state ambitions) into Phase One, where teams will begin the active work of designing future processes.

A dedicated project website will launch soon. In the meantime, we encourage you to stay engaged through upcoming communications and updates as this work progresses.

UVAFinance in Action: March 2026

Chris Peper spent time with UVA Student Council

UVAFinance Visits Student Council

This week, Chris Peper, Interim Chief Budget Officer, joined the UVA Student Council at their general body meeting for a thoughtful conversation on financial topics impacting students. From financial aid to tuition, students raised insightful questions and perspectives. Peper shared how impressed he was with their engagement and curiosity. 

We’re grateful to our students for taking an active role in understanding the financial landscape at UVA and to our staff for continuing to prioritize and support the student experience.

Strengthening Connections Through Supplier Engagement

This winter, the UVAFinance Procurement Team continued to build meaningful connections across Grounds and within our broader community through a series of supplier engagement opportunities.

• In February, we participated in the Cville BioHub Device & Tech Expo, where startups, investors, and industry partners came together to showcase emerging health-tech innovation and explore new partnerships. The event highlighted the strength of our regional ecosystem and created valuable opportunities for collaboration between innovators and service providers.
• We also supported sustainability-focused engagement efforts, partnering with UVA’s Office for Sustainability to promote zero-waste event practices. With thousands of events hosted across the University each year, these resources help departments reduce environmental impact while aligning with UVA’s sustainability goals.
• Additional events, including the State of the Community gathering and Women in Construction, provided further opportunities to connect with local leaders, elevate diverse businesses, and strengthen relationships that support UVA’s mission.

Together, these efforts reflect our continued commitment to fostering strong partnerships, supporting a our supplier community, and engaging in ways that create long-term value for the University and the communities we serve.

Growing with the Work: Patrick Woods and Procurement at UVA

Wood and his best friend at a UVA game

If you have been part of the UVA Finance community for a while, there is a good chance you recognize the name Patrick Wood. Now in his tenth year with Finance, Wood’s role has grown and shifted as procurement work has changed.  His newest role finds him taking on the duties of Procurement Contract Specialist.                                                              

Earlier in his career, Wood focused mainly on service- and athletics-related agreements. That included things like events, travel, and athletic needs. Today, his work spans a wider mix. He now supports agreements related to services, athletics, technology, and research needs, often moving between very different types of requests in a single day. Instead of working within a single narrow area, Wood now has to understand how different kinds of agreements move through the system and what each requires to move forward.

Wood began his time at UVA in the Office of Sponsored Programs, when it was still part of Finance, before later moving to Research. He served as Finance’s Staff Senator for two terms and was the Staff Senate Chair for three years. Additionally, he was appointed to the President’s Council for Community Partnerships by President Ryan and is the recipient of the “Hoos Building Bridges” award for his co-creation of the “Hoos Making an Impact” competition for staff process improvement initiatives across Grounds.

Outside of work, Wood is deeply connected to the Charlottesville area. A local native who now lives in Crozet, he remains involved in his community through church leadership; collegiate summer baseball, as he serves on the Tom Sox Board of Directors; and local efforts to improve downtown Crozet and support its growing population.

Congrats on your new role, Patrick!

Registration Now Open: Spring 2026 Conference

Registration now open

Professional development alert!

The Spring 2026 FOCUS Conference brings together fiscal officers from Virginia’s state-supported colleges and universities for three days of connection, collaboration, and discussion on emerging financial trends shaping higher education.
Registrations must be completed individually. 

After registering, attendees will receive a confirmation email with instructions to access Whova, the conference event platform. In-person attendees seeking CPE should verify their information carefully.

CPE credits are available for in-person attendees only.

When: May 19–21, 2026

Where: Marshall Hall – Center for Leadership & Ethics

             500 Anderson Ave, Lexington, Virginia 24450

Registration & Cost

• Register here: Spring Focus 2026 
• In person: $350
• Optional ethics course: $15
• Ethics in Local Government
• Tuesday, May 19, 2026, 
• 3:00 pm to 5:00 pM

Online Option

• Online registration opens: May 4, 2026
• Cost: $50
• Online attendance does not qualify for CPE credits.

Hotels & Questions

Participating hotel information is available through Whova.

Book here: Whova

• Registration payment questions: Justin Spears — spearsja@vmi.edu
• General conference logistics: Robin Eldredge — eldredgerl@vmi.edu,                                            Pamela Brown — brownps@vmi.edu
• Conference event platform questions: Jonathan Duff — duffwj@vt.edu

Register soon and share with colleagues to be part of this spring’s FOCUS conversation.

Procurement Transformation in Action

Moving Forward with Procurement Transformation

Completing the Paymode Transition

UVA is standardizing its ACH payment methods and will transition away from PaymentWorks to Paymode. This change streamlines electronic payments through a single ACH platform. The final discontinuation date for PaymentWorks will be shared in advance.

What’s Changing

• UVA will no longer issue ACH payments through PaymentWorks.
• Paymode will become the University’s standard ACH payment method.
• Suppliers will enroll directly with Bank of America for Paymode.
• UVA has negotiated a sponsored ACH option that is free to suppliers.
• Optional premium services are available through Paymode for a fee, if a supplier chooses to use them.

What’s Not Changing

• Invoice processing workflows remain the same.
• There are no changes to how payments are initiated in Workday.
• Departments do not need to take any action.

What You May Notice

Suppliers may receive outreach regarding enrollment in Paymode. If a supplier contacts you with questions, please refer them to the Paymode webpage for additional details or direct them to contact Ask Finance for assistance.

Questions?

We will communicate the final PaymentWorks discontinuation date in advance. In the meantime, if you have questions, please reach out to Ask Finance.  We’re happy to help.

Paymode details: https://uvafinance.virginia.edu/virtual-payments-sunsetting-paymentworks-ach 

More about Procurement Transformation: https://uvafinance.virginia.edu/procure-goods-services/procurement-transformation

Meet Ken Kodadek, Senior Contract Specialist

Nice catch, Ken!

Ken Kodadek joins UVAFinance as a Senior Contract Specialist with over a decade of experience supporting contract administration and procurement operations in higher education.

Before joining UVA, Kodadek worked at Pennsylvania State University, where he handled the full scope of procurement. His work focused on reviewing and negotiating contracts, supporting procurement operations, and improving the functioning of university processes. Kodadek consistently worked to improve procurement processes.

Kodadek earned a Bachelor of Science in Criminal Justice from Pennsylvania State University and later earned his Juris Doctor from Valparaiso University School of Law. Before entering higher education procurement, he worked as a law clerk at a few law firms. In those roles, he handled cases through every stage short of appearing in court. He prepared legal documents, reviewed materials, and set cases up for supervising attorneys to litigate. Through this experience, Kodadek discovered a strong interest in contract law and transactional work, particularly reviewing business agreements and legal documents.

That interest led him into procurement. Kodadek was initially hired for his document-review background, but his responsibilities expanded significantly over time. As procurement processes evolved, he became involved in audits, procure-to-pay workflows, and broader process changes. He worked to understand how the procurement function operated as a whole and to improve how work moved through the system. By the time he left Penn State, Kodadek was involved in all aspects of procurement and had a deep understanding of the end-to-end process.

For Kodadek, the most rewarding part of procurement work is watching others grow and being involved in meaningful process change. He values seeing improvements take hold and knowing that his work helps teams function more effectively.

At UVAFinance, Kodadek supports contract administration during an active period of procurement transformation. Having worked within evolving procurement environments, he brings experience navigating process change and contributing to teams during transition. He is focused on learning UVA-specific policies and state requirements while supporting the continued development of procurement operations.

Outside of work, Kodadek enjoys spending time outdoors. He is an avid fisherman who often hikes 6 to 7 miles on a single fishing trip, seeking out quiet, less-traveled creeks. He also enjoys the beach, particularly Cape Lookout in the Outer Banks, which can only be reached by ferry and offers a more remote experience. In addition, Kodadek has been smoking meat for more than 25 years using traditional methods and is a longtime muscle car enthusiast.

Kodadek previously lived in the Charlottesville area in the early 1990s and has long held a strong respect for UVA and its culture. He is excited to contribute his experience, support procurement operations, and be part of the University’s ongoing work.

A New Chapter in Hospitality: The Virginia Guesthouse Opens April 2026

Opening this Spring!

The University of Virginia is preparing to welcome an exciting new addition to Grounds: The Virginia Guesthouse, opening in April 2026, with reservations available now on the hotel’s website.

Designed intentionally for the UVA community and our visitors, the Virginia Guesthouse represents a purpose-built space for academic collaboration, conferences, events, and overnight stays. Its scale, location, and amenities make it uniquely positioned to serve the evolving needs of our schools, units, and partners.

As departments plan upcoming events or lodging needs for FY26 and beyond, we encourage early exploration of this new option. 

Visit the Virginia Guesthouse Website

Working Smarter with Purchase Orders

Close, Cancel, and Connect

Close, Cancel, and Connect with the Right Team

As we move into the second half of the fiscal year, now is the time to review your open Purchase Orders (POs).

Good PO hygiene:

• Reduces budget surprises
• Prevents unnecessary carry-forward obligations
• Minimizes last-minute cleanup in June

A few minutes now can save hours later.

If you manage POs, you’ve probably paused at some point and wondered:

Should I close this… or does it need to be cancelled?

They may look similar in Workday, but they are different actions — and choosing the right one keeps your budget reports accurate, helps you avoid fiscal year-end cleanup, and reduces rework.

Here’s what you need to know.

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If the Work Is Complete: Close the PO

In most cases, you can close POs yourself.

You should close the PO when:

• You’ve received the goods or services
• All invoices are paid (or you’re not expecting additional invoices)
• No further activity should occur on the order

When you close the PO:

• The remaining Obligation comes off your ledger immediately.
• The related Commitment tied to the Requisition will clear during Month End, when the Business Solutions Team closes open Requisitions.

What If Workday Won’t Let You Close It?

That’s your signal that something is still open. Most commonly:

• A Match Exception (a discrepancy between the PO and invoice)
• An invoice still in process
• A Worktag issue (such as an inactive Worktag preventing payment)

Once those items are resolved, you can close the PO.

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If the Order Should Not Move Forward: Request Cancellation

If the PO was created in error, is no longer needed, or the supplier cannot fulfill it, you cannot cancel it yourself.

Procurement processes cancellation requests submitted through AskFinance@virginia.edu.

Before submitting your request, make sure you have:

• The Requisition Number (RQ-XXXXXXXXXX)
• The Purchase Order Number (PO-XXXXXXX)
• Written confirmation from the supplier confirming cancellation

Written confirmation is important. It protects you if the supplier later attempts to invoice against the cancelled PO — even months later. It also allows us to reference the original Salesforce case, demonstrating that the supplier was informed and acknowledged the cancellation.

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The Rule of Thumb

• If the purchase is finished → You close the PO
• If the purchase should not proceed → You request cancellation through AskFinance@virginia.edu

If you’re unsure which situation applies, start by pulling up your PO using the Find Purchase Order report in Workday. Reviewing invoice activity, alerts, and errors will usually make the path forward clear.

Still have questions after reviewing your PO? Reach out to the Finance Solutions Center at AskFinance@virginia.edu — we’re here to help.

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Helpful Links

• Find & View Purchase Order QRG
• Closing Purchase Orders QRG
• Why Do a Monthly Close Process?
• Workday Financials Training Webpage
• Finance Solutions Center Contact Information