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Approvals Required Prior to Purchase

Certain commodities of goods and services need additional approval before they can be purchased. HokieMart will automatically route requisitions through the approval process when the correct account code is used. The applicable account codes are found in the Accounts Codes for Administrative Approval Guide. A complete listing of account codes can be found on on the Controller's website. Certain areas of campus require that they be contacted and approve prior to a purchase being made. These are not handled automatically through the HokieMart system. This requirement falls on the requestor to handle before submitting the order in HokieMart.

Network Infrastructure and Services (NI&S)

Approval handled automatically through HokieMart workflow.

Telecommunications Goods and Services

Purchases of all telecommunications products, services, and/or maintenance contracts on telecommunications hardware and software (examples: telephones, telephone systems, two-way radios, microwave transactions, internet subscription services, cell phones-new and replacement, cell phone accessories, XM Radio, and any cable or satellite television services) must be purchased and requested through NI&S. NI&S also processes cellular telephone purchases, monthly cellular data plans, and monthly service charges.

Environmental Health and Safety (EHS)

Approval handled automatically through HokieMart workflow

Radiation Safety Division of Environmental Health and Safety

Requisitions for the purchase of radioactive materials and radioactive chemicals.

Occupational Safety Division of Environmental Health and Safety

Certain specialized equipment such as Powered Industrial Trucks (forklifts, powered pallet jacks, pallet trucks, rider trucks, fork trucks, or lift trucks), Aerial Lifts (man lifts), Scaffolding, and Mechanical Power Presses must be suitable for the location and intended use, and the operators or users must be trained and/or certified under the Occupational Safety and Health Administration (OSHA) requirements. To ensure that the equipment is appropriate and that users are appropriately trained, the department should obtain a review from EHS prior to submitting a requisition for the purchase of such equipment. Users must be trained prior to using the listed equipment. Review of the intended purchase and training may be arranged by contacting Environmental Health and Safety, 540-231-5985.

  • 3D printers
  • All-terrain vehicles (ATVs)
  • Aerial lifts
  • Asbestos-containing materials or goods
  • Biological safety cabinets
  • Ductless hoods
  • Electron microscopes
  • Forklifts
  • Fume hoods
  • Gas chromatographs
  • Glove boxes
  • High-output laboratory microwave units
  • Lasers
  • Lift trucks
  • Mechanical power presses
  • Magnetic Resonance Imaging (MRI)
  • Nano materials
  • Pallet trucks
  • Powered pallet jacks
  • Radioactive materials
  • Radioactive chemicals
  • Radiation survey meters
  • Refrigeration units
  • Respirators
  • Riggers for rider trucks
  • Toxic gas chambers
  • X-ray units

Export and Secure Research Compliance

Departments should contact directly

The Office of Export and Secure Research Compliance requires a pre-approval review when procuring the following:

  • Unmanned helicopters
  • Other aerial vehicles
  • Drones

Fleet Services

Departments should contact directly

Fleet Services should be contacted regarding the procurement of new and used vehicles.

Police Department

Departments should contact directly

Manual approval must be obtained from the the Virginia Tech Police Department for the following purchases:

  • Anthranilic acid
  • Nor pseudoephedrine
  • Benzyl cyanide
  • Phenylacetic acid
  • Ephedrine
  • Phenylpropanolamine
  • Ergonovine
  • Firearms
  • Piperidine
  • Ergotamine
  • Pseudoephedrine
  • N-Acetyl anthranilic acid
  • Methylenedioxyphenyl
  • Propane
  • Surveillance Systems (See Note) Contact Information Technology (IT) Procurement.

A record of this approval must be retained in the ordering department’s purchasing and/or Purchasing Card files. Police review and approval may be obtained from the Virginia Tech Director of Police.

Note: Surveillance Systems – The use of any surveillance cameras requires prior authorization by the Surveillance Oversight Committee (SOC) under Virginia Tech policy 5617, Safety and Security Camera Acceptable Use Policy. Authorization for the procurement and use of the cameras may be obtained by written application to the appropriate dean or vice president. If approved, the application will be forwarded to the Chief of Police for review. The application will then be submitted to the SOC for final review. Surveillance equipment used for research is governed by the Institutional Review Board and is excluded from Virginia Tech policy 5617, Safety and Security Camera Acceptable Use Policy.

Sponsored Programs

Approval handled automatically through HokieMart workflow

The Virginia Tech Office of Sponsored Programs (OSP) must approve transactions with a Banner Fund number beginning with a three, four, or five covering consulting agreements or contracts, maintenance agreements or contracts, equipment and subcontracts. HokieMart workflow will electronically route requisitions to OSP for approval. If using the purchase card, the Sponsored Programs review and approval can be obtained by contacting OSP directly. OSP approval documentation must be retained in the departmental purchase card file. 

Last Updated 1.29.26