FAQs
How do I lease additional space for my school, unit or department?
The University's Space Working Group (SWG) is responsible for coordinating all requests for additional space. The SWG will consider how best to meet the requested need, and if the need cannot be met on Grounds, a referral will be made to Real Estate and Leasing Services with the recommendation to move forward with leased space.
Once the Real Estate and Leasing Services team has received the request, Louise Gilliam will contact your unit representative to review the request and discuss any specific requirements that you may have. Once the leasing need is understood, our staff will conduct a procurement to identify properties that meet your needs.
How long will the leasing process take?
Once the Space Working Group has recommended leasing space, the process generally includes:
- A market survey or procurement action that identifies a range of suitable properties
- Initial negotiation with two or more offerors
- Development of plans for any build-out requirements (offices, conference rooms, etc.)
- Pricing of the tenant improvements
- Final lease negotiation
- Review of lease documents by Counsel, Risk Management, and Comptroller.
Depending on the size, condition, and required build-out, 9-12 months is not an unusual timeline.
What items need to be considered when leasing space?
Items that need to be considered when choosing leased space include:
- Length of the lease; 3 years, 5 years
- The availability of fiber optic connectivity to the building
- Cost of internal space build-out
- Parking requirements
- Cost of furniture
- Relocation or moving costs
How do I pay rent?
When paying rent, please follow the instructions to Create Supplier Invoice described in the QRG below.
Once created, please
a) choose "Rent, Land and Buildings (SC0314)" - NOT "Rent Buildings and Facilities (SC0311)" - as the Spend Category.
b) use the following categorization structure of the Supplier Invoice Number: LEASE# MONTH YEAR (for which rent is being paid).
ex. L-3XX AUGUST 2022
Landlords
How do I register as a UVA supplier?
Once your lease commences, UVA will process your rent payment through our financial system. To facilitate this, you must register as a vendor with the University.
The registration process will depend on whether you are an Academic Unit Landlord or a Health System Landlord. Each process is outlined on the Landlord Resources page. If you still have questions or concerns, please reach out to Meryl Sarrecchia.
I understand the University is a state entity and there are prohibited lease terms. What are they?
Yes, the University of Virginia is subject to Prohibited Lease Terms as a state entity. Here is a complete list of those terms.