Tenant Resources

TC4 Lounge and stairwell

For Prospective Tenants 

University Units Exploring off-Grounds Leasing

1. Initiate Your Space Request

First, your department must assess whether the needed space can be accommodated within its existing resources. This includes discussing with your department chair, head, associate dean, or Space Management.

If internal options are exhausted, submit a University Space Request Form via NetBadge or the Space@UVA portal. Your request must also be approved by your dean or a senior administrator.

2. Evaluation by Space Working Group (SWG)

The Space Working Group (SWG) reviews your submission and identifies how the need might be met. If on-Grounds accommodation isn’t feasible, SWG will refer your request to UVA’s Real Estate and Leasing Services (REaLS).

3. Engage Real Estate and Leasing Services (REALS)

Once referred, REaLS takes the lead:

  1. Before we can persue the possibility of an off-Grounds lease, we must have approvals, funding sources, and programming needs identified.
  2. Once the requisites have been met, we conduct a market survey or procurement process to identify potential off-Grounds spaces.
  3. We negotiate with property owners, usually at least two, to find the best fit.
  4. We plan build-outs, price tenant improvements, handle lease negotiations, and manage approvals with Counsel, Risk Management, Comptroller, and others as needed.
4. Timeline

The process often takes 9 to 12 months, especially when tenant improvements are needed. So, planning well in advance is critical.

5. Policy Framework

According to UVA policy PRM-012:

  1. All off-Grounds leases (new leases, renewals, or extensions) must go through Space Management and REaLS.
  2. REaLS ensures compliance with the Code of Virginia.
  3. Approvals are mandatory before any lease actions can proceed.

Current Tenants

The Lease is Signed, Now What?

Space Improvements

Any improvements are subject to landlord approval. REaLS will assist in obtaining approval and draft the necessary documents and coordinate the logistics with Facilities Management, the landlord, and any contractors performing the work. 

Set Up Services and Utility Accounts

During the lease negotiations, REaLs will identify service providers and tenants will be responsible for establishing accounts for UVA ITS, the appropriate utility companies, and any other necessary providers to ensure your space is ready for optimal use.

If applicable, registering in a property management work order system, or tenant portal, for reporting maintenance issues, be sure to set that up in advance. REaLS also recommends that all tenants keep a maintenance log to keep an accurate record of all upkeep and repairs. This helps protect assets and ensures accountability.

Know Your Responsibilities

Review your lease carefully to understand which maintenance and operational responsibilities fall to you versus the landlord. If you need guidance, please contact REaLS. We are happy to assist. 

Move Coordination

Work with the Facilities Management and the Property Manager to coordinate your move-in schedule and logistics.

Paying Rent

You will pay your rent in Workday. As a state entity, our rents are due in arrears on the 10th day of the following month. For example, January's rent is due February 10th. 

To set up your payment please follow the instructions to 'Create Supplier Invoice' described in the Quick Reference Guide here.

Once created, please: 

  1. Choose the Spend Category "Rent, Land and Buildings (SC0314)" - NOT "Rent Buildings and Facilities (SC0311)".

  2. Use the following categorization structure of the Supplier Invoice Number:  LEASE# MONTH YEAR (for which rent is being paid).  

    For example, if you are paying lease L-11XX's rent for January of 2026, then the Supplier Invoice Number to create will be "L-11XX JANUARY 2026"

TC4 enclosed workspace
UVA Dept: Identify space needs and business terms. REaLS: Provide space options. REaLS: Negotiate business terms with landlord. UVA Dept: Approve terms, provide documentation and funding proof. REaLS: Draft lease, send to OAG. OAG: Review draft, return to REaLS. REaLS: Address edits and approvals with OAG, Risk Mgmt, Finance. UVA Dept: Review draft, return with comments. REaLS: Send draft to landlord. REaLS: Finalize draft with OAG, Risk Mgmt, UVA Dept, and Finance. UVA Dept & REaLS: Final review.
Text Version of Expense Lease Process Flowchart
  • UVA Dept: Identify space needs and business terms.  
  • REaLS: Provide space options.  
  • REaLS: Negotiate business terms with landlord.  
  • UVA Dept: Approve terms, provide documentation and funding proof.  
  • REaLS: Draft lease, send to OAG.  
  • OAG: Review draft, return to REaLS.  
  • REaLS: Address edits and approvals with OAG, Risk Mgmt, Finance.  
  • UVA Dept: Review draft, return with comments.  
  • REaLS: Send draft to landlord.  
  • REaLS: Finalize draft with OAG, Risk Mgmt, UVA Dept, and Finance.  
  • UVA Dept & REaLS: Final review.
UVA Academic Unit Space Planning Form
UVA Medical Center Space Planning Form
UVA Occupant Handbook
Maintenance Log