Procurement Matrix

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Procurement Matrix

	There are a number of different methods that University Departments may use to procure goods and services. The appropriate method for particular types of purchases varies according to the type of item being purchased, as well as the amount of the purchase, and certain other circumstances surrounding the purchase. The Villanova Procurement Matrix was created to enable Departments to determine the appropriate method of procurement for a particular good or service. Please refer to the Methods of Procurement Policy for Additional information.
	Click on the letter to quickly find the Supply or Service you are interested in.
	A B C D E F G H I J K L M N O P Q R S T U V W X Y Z
A

Items or Service (3)	Travel Expense Form	Business Expense Form	RFP Form	Requisition or Blanket Order	P-Card	Fleet Card	Sole Source Vendor - Electronic Invoicing	Inter-Department Change
Advertising			X	X
Airport Parking	X				X⁽²⁾
Airport Shuttle	X				X⁽²⁾
Appliances Repairs (4)			X⁽¹⁾	X
Appliances			X⁽¹⁾	X	X⁽²⁾
Audio Visual Equipment			X⁽¹⁾	X	X⁽²⁾
Audio Visual Equip & Installation (4)				X
Audio Visual Equipment Rental (4)			X⁽¹⁾	X

1 Purchases greater than $2,500 must be processed via Villanova Requisition or University Blanket Order
2 The per transaction limit for Procurement Cards is $2,500. Purchases greater than $2,500 must be purchased via an alternative method.
3 The University bidding policy states all purchases greater then $5,000 require three (3) bids. Contact Procurement for assistance.
4 Please refer to University Insurance Requirements regarding this service.
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B
Items or Service (3)	Travel Expense Form	Business Expense Form	RFP Form	Requisition or Blanket Order	P-Card	Fleet Card	Sole Source Vendor - Electronic Invoicing	Inter-Department Change
Banners			X⁽¹⁾	X	X⁽²⁾
Batteries			X⁽¹⁾	X	X⁽²⁾
Beverages	X	X	X
Binding Services			X
Bluebooks: Exam							X
Books/Reprints			X		X⁽²⁾
Box Lunches			X		X⁽²⁾
Building Supplies			X⁽¹⁾	X	X⁽²⁾
Bus Transportation (Motor Coach or Yellow Bus Service)			X⁽¹⁾	X	X⁽²⁾
Business Meals (must list number and names of all attendees, business purpose of the meal, location, and date)	X	X

1 Purchases greater than $2,500 must be processed via Villanova Requisition or University Blanket Order
2 The per transaction limit for Procurement Cards is $2,500. Purchases greater than $2,500 must be purchased via an alternative method.
3 The University bidding policy states all purchases greater then $5,000 require three (3) bids. Contact Procurement for assistance.
4 Please refer to University Insurance Requirements regarding this service.
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C
Items or Service (3)	Travel Expense Form	Business Expense Form	RFP Form	Requisition or Blanket Order	P-Card	Fleet Card	Sole Source Vendor - Electronic Invoicing	Inter-Department Change
Campus Events (4)			X
Caps and Gowns				X
Car Rental (4)	X		X⁽¹⁾	X	X⁽²⁾
Car Service / Limousine (4)	X		X		X⁽²⁾
Carnival Booth / Food Vendors (4)			X	X
Carpet Rental: Floor Mats					X⁽²⁾
Carpeting				X
Catering Services (4)			X⁽¹⁾	X				X
Cellular Phone Charges		X			X⁽²⁾			X
Chairs: Furniture				X
Chemicals: Janitorial				X	X⁽²⁾
Cleaning Services				X
Clothing: hats, shirts, jackets, ets			X⁽¹⁾	X	X⁽²⁾
Compressed Gasses				X
Computer Consulting			X⁽¹⁾	X
Computer HW & Peripherals(<5000)				X	X⁽²⁾
Computer HW & Peripherals(>5000)				X
Computer Maintenance				X
Computer Printers				X
Computer Programming				X
Computer Rentals				X
Computer Software				X	X⁽²⁾
Computer Supplies				X	X⁽²⁾
Conference Center					X⁽²⁾			X
Conference Registration Fees	X	X			X⁽²⁾
Consulting Services			X	X
Copying Equipment							X
Copying Services			X⁽¹⁾	X	X⁽²⁾
Courier Service: Off campus			X⁽¹⁾		X⁽²⁾
Courier Service: On campus								X

1 Purchases greater than $2,500 must be processed via Villanova Requisition or University Blanket Order
2 The per transaction limit for Procurement Cards is $2,500. Purchases greater than $2,500 must be purchased via an alternative method.
3 The University bidding policy states all purchases greater then $5,000 require three (3) bids. Contact Procurement for assistance.
4 Please refer to University Insurance Requirements regarding this service.
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D
Items or Service (3)	Travel Expense Form	Business Expense Form	RFP Form	Requisition or Blanket Order	P-Card	Fleet Card	Sole Source Vendor - Electronic Invoicing	Inter-Department Change
Delivery Service: Other			X
Delivery Service: UPS							X
Delivery Service: FedEx					X		Invoice sent to dept.
Dics Jockeys (4)			X
Document Shredding				X				X
Donations			X
Dues & Memberships			X		X⁽¹⁾			X
Dumpster Service				X

1 Purchases greater than $2,500 must be processed via Villanova Requisition or University Blanket Order
2 The per transaction limit for Procurement Cards is $2,500. Purchases greater than $2,500 must be purchased via an alternative method.
3 The University bidding policy states all purchases greater then $5,000 require three (3) bids. Contact Procurement for assistance.
4 Please refer to University Insurance Requirements regarding this service.
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E
Items or Service (3)	Travel Expense Form	Business Expense Form	RFP Form	Requisition or Blanket Order	P-Card	Fleet Card	Sole Source Vendor - Electronic Invoicing	Inter-Department Change
Employee Recruitment Services			X
Employee Relocation		X		X
Engraving			X⁽¹⁾	X	X⁽²⁾
Equipment: Capitalized Equipment Repairs (4)				X
Equipment: Rental(4)				X	X⁽²⁾
Event Planning			X	X

1 Purchases greater than $2,500 must be processed via Villanova Requisition or University Blanket Order
2 The per transaction limit for Procurement Cards is $2,500. Purchases greater than $2,500 must be purchased via an alternative method.
3 The University bidding policy states all purchases greater then $5,000 require three (3) bids. Contact Procurement for assistance.
4 Please refer to University Insurance Requirements regarding this service.
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F
Items or Service (3)	Travel Expense Form	Business Expense Form	RFP Form	Requisition or Blanket Order	P-Card	Fleet Card	Sole Source Vendor - Electronic Invoicing	Inter-Department Change
Fax Machines				X	X⁽²⁾
Film Rentals			X		X⁽²⁾
Flags			X⁽¹⁾	X	X⁽²⁾
Floor Mats				X	X⁽²⁾
Flooring			X
Florist			X⁽¹⁾	X	X⁽²⁾
Freight: inbound			X
Freight: outbound			X
Furniture				X
Furniture Rental				X

1 Purchases greater than $2,500 must be processed via Villanova Requisition or University Blanket Order
2 The per transaction limit for Procurement Cards is $2,500. Purchases greater than $2,500 must be purchased via an alternative method.
3 The University bidding policy states all purchases greater then $5,000 require three (3) bids. Contact Procurement for assistance.
4 Please refer to University Insurance Requirements regarding this service.
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G
Items or Service (3)	Travel Expense Form	Business Expense Form	RFP Form	Requisition or Blanket Order	P-Card	Fleet Card	Sole Source Vendor - Electronic Invoicing	Inter-Department Change
Games and Events (4)			X⁽¹⁾	X
Gas: Industrial, Medical & Research Cylinder				X
Gasoline - University Vehicle Only						X		X
Golf Carts				X
Golf Carts Rental (4)				X⁽¹⁾	X	X⁽²⁾

1 Purchases greater than $2,500 must be processed via Villanova Requisition or University Blanket Order
2 The per transaction limit for Procurement Cards is $2,500. Purchases greater than $2,500 must be purchased via an alternative method.
3 The University bidding policy states all purchases greater then $5,000 require three (3) bids. Contact Procurement for assistance.
4 Please refer to University Insurance Requirements regarding this service.
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H
Items or Service (3)	Travel Expense Form	Business Expense Form	RFP Form	Requisition or Blanket Order	P-Card	Fleet Card	Sole Source Vendor - Electronic Invoicing	Inter-Department Change
Hazardous Material				X
Hazardous Material Disposal				X
Honorarium			X
Hotel & Motel Lodging	X

1 Purchases greater than $2,500 must be processed via Villanova Requisition or University Blanket Order
2 The per transaction limit for Procurement Cards is $2,500. Purchases greater than $2,500 must be purchased via an alternative method.
3 The University bidding policy states all purchases greater then $5,000 require three (3) bids. Contact Procurement for assistance.
4 Please refer to University Insurance Requirements regarding this service.
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I
Items or Service (3)	Travel Expense Form	Business Expense Form	RFP Form	Requisition or Blanket Order	P-Card	Fleet Card	Sole Source Vendor - Electronic Invoicing	Inter-Department Change
Industrial Supplies			X⁽¹⁾	X	X⁽²⁾

1 Purchases greater than $2,500 must be processed via Villanova Requisition or University Blanket Order
2 The per transaction limit for Procurement Cards is $2,500. Purchases greater than $2,500 must be purchased via an alternative method.
3 The University bidding policy states all purchases greater then $5,000 require three (3) bids. Contact Procurement for assistance.
4 Please refer to University Insurance Requirements regarding this service.
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J
Items or Service (3)	Travel Expense Form	Business Expense Form	RFP Form	Requisition or Blanket Order	P-Card	Fleet Card	Sole Source Vendor - Electronic Invoicing	Inter-Department Change
Janitorial Supplies			X⁽¹⁾	X	X⁽²⁾

1 Purchases greater than $2,500 must be processed via Villanova Requisition or University Blanket Order
2 The per transaction limit for Procurement Cards is $2,500. Purchases greater than $2,500 must be purchased via an alternative method.
3 The University bidding policy states all purchases greater then $5,000 require three (3) bids. Contact Procurement for assistance.
4 Please refer to University Insurance Requirements regarding this service.
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K
Items or Service (3)	Travel Expense Form	Business Expense Form	RFP Form	Requisition or Blanket Order	P-Card	Fleet Card	Sole Source Vendor - Electronic Invoicing	Inter-Department Change
Keys and Locks			X⁽¹⁾	X	X⁽²⁾

1 Purchases greater than $2,500 must be processed via Villanova Requisition or University Blanket Order
2 The per transaction limit for Procurement Cards is $2,500. Purchases greater than $2,500 must be purchased via an alternative method.
3 The University bidding policy states all purchases greater then $5,000 require three (3) bids. Contact Procurement for assistance.
4 Please refer to University Insurance Requirements regarding this service.
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L
Items or Service (3)	Travel Expense Form	Business Expense Form	RFP Form	Requisition or Blanket Order	P-Card	Fleet Card	Sole Source Vendor - Electronic Invoicing	Inter-Department Change
Laboratory Supplies			X⁽¹⁾	X	X⁽²⁾
Leasing: Equipment				X
Legal Fees			X
Linen Services				X

1 Purchases greater than $2,500 must be processed via Villanova Requisition or University Blanket Order
2 The per transaction limit for Procurement Cards is $2,500. Purchases greater than $2,500 must be purchased via an alternative method.
3 The University bidding policy states all purchases greater then $5,000 require three (3) bids. Contact Procurement for assistance.
4 Please refer to University Insurance Requirements regarding this service.
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M
Items or Service (3)	Travel Expense Form	Business Expense Form	RFP Form	Requisition or Blanket Order	P-Card	Fleet Card	Sole Source Vendor - Electronic Invoicing	Inter-Department Change
Maintenance Agreements: Equipment				X
Management Consulting Services				X
Memberships: Professional Organizations			X
Mileage Reimbursement	X		X
Moving/Relocation Services: Employee Relocation				X
Moving/Relocation Services: On campus			X⁽¹⁾	X	X⁽²⁾

1 Purchases greater than $2,500 must be processed via Villanova Requisition or University Blanket Order
2 The per transaction limit for Procurement Cards is $2,500. Purchases greater than $2,500 must be purchased via an alternative method.
3 The University bidding policy states all purchases greater then $5,000 require three (3) bids. Contact Procurement for assistance.
4 Please refer to University Insurance Requirements regarding this service.
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N
Items or Service (3)	Travel Expense Form	Business Expense Form	RFP Form	Requisition or Blanket Order	P-Card	Fleet Card	Sole Source Vendor - Electronic Invoicing	Inter-Department Change

1 Purchases greater than $2,500 must be processed via Villanova Requisition or University Blanket Order
2 The per transaction limit for Procurement Cards is $2,500. Purchases greater than $2,500 must be purchased via an alternative method.
3 The University bidding policy states all purchases greater then $5,000 require three (3) bids. Contact Procurement for assistance.
4 Please refer to University Insurance Requirements regarding this service.
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O
Items or Service (3)	Travel Expense Form	Business Expense Form	RFP Form	Requisition or Blanket Order	P-Card	Fleet Card	Sole Source Vendor - Electronic Invoicing	Inter-Department Change
Office Supplies & Accessories				X

1 Purchases greater than $2,500 must be processed via Villanova Requisition or University Blanket Order
2 The per transaction limit for Procurement Cards is $2,500. Purchases greater than $2,500 must be purchased via an alternative method.
3 The University bidding policy states all purchases greater then $5,000 require three (3) bids. Contact Procurement for assistance.
4 Please refer to University Insurance Requirements regarding this service.
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P
Items or Service (3)	Travel Expense Form	Business Expense Form	RFP Form	Requisition or Blanket Order	P-Card	Fleet Card	Sole Source Vendor - Electronic Invoicing	Inter-Department Change
Pager Service			X⁽¹⁾	X	X⁽²⁾
Painting Service				X
Performers/Band (4)			X
Pest Control				X
Photographic Services			X⁽¹⁾	X
Photographic Supplies			X⁽¹⁾	X	X⁽²⁾
Plant Maintenance
Postage			X					X
Printing Services			X⁽¹⁾	X	X⁽²⁾			X
Professional Services			X	X
Promotional Products			X⁽¹⁾	X	X⁽²⁾
Publications			X	X	X⁽²⁾

1 Purchases greater than $2,500 must be processed via Villanova Requisition or University Blanket Order
2 The per transaction limit for Procurement Cards is $2,500. Purchases greater than $2,500 must be purchased via an alternative method.
3 The University bidding policy states all purchases greater then $5,000 require three (3) bids. Contact Procurement for assistance.
4 Please refer to University Insurance Requirements regarding this service.
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Q
Items or Service (3)	Travel Expense Form	Business Expense Form	RFP Form	Requisition or Blanket Order	P-Card	Fleet Card	Sole Source Vendor - Electronic Invoicing	Inter-Department Change

1 Purchases greater than $2,500 must be processed via Villanova Requisition or University Blanket Order
2 The per transaction limit for Procurement Cards is $2,500. Purchases greater than $2,500 must be purchased via an alternative method.
3 The University bidding policy states all purchases greater then $5,000 require three (3) bids. Contact Procurement for assistance.
4 Please refer to University Insurance Requirements regarding this service.
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R
Items or Service (3)	Travel Expense Form	Business Expense Form	RFP Form	Requisition or Blanket Order	P-Card	Fleet Card	Sole Source Vendor - Electronic Invoicing	Inter-Department Change
Radio Equipment and Service: 2-way			X⁽¹⁾	X	X⁽²⁾
Radioactive Materials				X
Records Storage: External			X⁽¹⁾	X
Registrations	X		X
Reimbursement: Personal Business Expense		X
Rental: Party Equipment (4)			X⁽¹⁾	X	X⁽²⁾
Rental: Facilities				X
Repairs - University Owned Vehicles			X⁽¹⁾	X	X⁽²⁾
Repairs: Facilities & Capitalized Equipment				X
Rock Salt				X

1 Purchases greater than $2,500 must be processed via Villanova Requisition or University Blanket Order
2 The per transaction limit for Procurement Cards is $2,500. Purchases greater than $2,500 must be purchased via an alternative method.
3 The University bidding policy states all purchases greater then $5,000 require three (3) bids. Contact Procurement for assistance.
4 Please refer to University Insurance Requirements regarding this service.
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S
Items or Service (3)	Travel Expense Form	Business Expense Form	RFP Form	Requisition or Blanket Order	P-Card	Fleet Card	Sole Source Vendor - Electronic Invoicing	Inter-Department Change
Safety Equipment			X⁽¹⁾	X	X⁽²⁾
Scientific Equipment				X
Scientific Supplies			X⁽¹⁾	X	X⁽²⁾
Security Alarms and Cameras				X
Shredding Service				X
Software			X⁽¹⁾	X	X⁽²⁾
Storage Services			X⁽¹⁾	X
Subcontracts - Research			X
Subscriptions			X		X⁽²⁾

1 Purchases greater than $2,500 must be processed via Villanova Requisition or University Blanket Order
2 The per transaction limit for Procurement Cards is $2,500. Purchases greater than $2,500 must be purchased via an alternative method.
3 The University bidding policy states all purchases greater then $5,000 require three (3) bids. Contact Procurement for assistance.
4 Please refer to University Insurance Requirements regarding this service.
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T
Items or Service (3)	Travel Expense Form	Business Expense Form	RFP Form	Requisition or Blanket Order	P-Card	Fleet Card	Sole Source Vendor - Electronic Invoicing	Inter-Department Change
Telecommunications Equipment			X⁽¹⁾	X	X⁽²⁾
Teleconferencing Services				X	X⁽²⁾
Temporary Staffing (4)				X	X⁽²⁾
Tent Rental			X⁽¹⁾	X	X⁽²⁾
Toner: Copier (Canon)							Included in Rental of Copier
Toner: Fax							X
Toner: Printer							X
Township Fees			X
Training & Staff Development			X
Trash Removal				X
Travel Expenses - Individual Reimbursement	X	X
Travel	X	X			X⁽²⁾
Trophies			X⁽¹⁾	X	X⁽²⁾

1 Purchases greater than $2,500 must be processed via Villanova Requisition or University Blanket Order
2 The per transaction limit for Procurement Cards is $2,500. Purchases greater than $2,500 must be purchased via an alternative method.
3 The University bidding policy states all purchases greater then $5,000 require three (3) bids. Contact Procurement for assistance.
4 Please refer to University Insurance Requirements regarding this service.
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U
Items or Service (3)	Travel Expense Form	Business Expense Form	RFP Form	Requisition or Blanket Order	P-Card	Fleet Card	Sole Source Vendor - Electronic Invoicing	Inter-Department Change
Uniforms			X⁽¹⁾	X	X⁽²⁾
Utilities: Cable
Utilities: Electric			X
Utilities: Gas			X
Utilities: Telephone			X
Utilities: Water			X

1 Purchases greater than $2,500 must be processed via Villanova Requisition or University Blanket Order
2 The per transaction limit for Procurement Cards is $2,500. Purchases greater than $2,500 must be purchased via an alternative method.
3 The University bidding policy states all purchases greater then $5,000 require three (3) bids. Contact Procurement for assistance.
4 Please refer to University Insurance Requirements regarding this service.
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V
Items or Service (3)	Travel Expense Form	Business Expense Form	RFP Form	Requisition or Blanket Order	P-Card	Fleet Card	Sole Source Vendor - Electronic Invoicing	Inter-Department Change
Vehicle Purchase				X
Vehicle Rental				X
Vending Machines				X

1 Purchases greater than $2,500 must be processed via Villanova Requisition or University Blanket Order
2 The per transaction limit for Procurement Cards is $2,500. Purchases greater than $2,500 must be purchased via an alternative method.
3 The University bidding policy states all purchases greater then $5,000 require three (3) bids. Contact Procurement for assistance.
4 Please refer to University Insurance Requirements regarding this service.
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W
Items or Service (3)	Travel Expense Form	Business Expense Form	RFP Form	Requisition or Blanket Order	P-Card	Fleet Card	Sole Source Vendor - Electronic Invoicing	Inter-Department Change
Water Cooler: Rental					X⁽²⁾
Wholesale Vendors: Lowes				X	X⁽²⁾
Wholesale Vendors: BJ				X	X⁽²⁾
Wholesale Vendors: Home Depot				X	X⁽²⁾
Window Washing				X

1 Purchases greater than $2,500 must be processed via Villanova Requisition or University Blanket Order
2 The per transaction limit for Procurement Cards is $2,500. Purchases greater than $2,500 must be purchased via an alternative method.
3 The University bidding policy states all purchases greater then $5,000 require three (3) bids. Contact Procurement for assistance.
4 Please refer to University Insurance Requirements regarding this service.
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X
Items or Service (3)	Travel Expense Form	Business Expense Form	RFP Form	Requisition or Blanket Order	P-Card	Fleet Card	Sole Source Vendor - Electronic Invoicing	Inter-Department Change

1 Purchases greater than $2,500 must be processed via Villanova Requisition or University Blanket Order
2 The per transaction limit for Procurement Cards is $2,500. Purchases greater than $2,500 must be purchased via an alternative method.
3 The University bidding policy states all purchases greater then $5,000 require three (3) bids. Contact Procurement for assistance.
4 Please refer to University Insurance Requirements regarding this service.
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Y
Items or Service (3)	Travel Expense Form	Business Expense Form	RFP Form	Requisition or Blanket Order	P-Card	Fleet Card	Sole Source Vendor - Electronic Invoicing	Inter-Department Change

1 Purchases greater than $2,500 must be processed via Villanova Requisition or University Blanket Order
2 The per transaction limit for Procurement Cards is $2,500. Purchases greater than $2,500 must be purchased via an alternative method.
3 The University bidding policy states all purchases greater then $5,000 require three (3) bids. Contact Procurement for assistance.
4 Please refer to University Insurance Requirements regarding this service.
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Z
Items or Service (3)	Travel Expense Form	Business Expense Form	RFP Form	Requisition or Blanket Order	P-Card	Fleet Card	Sole Source Vendor - Electronic Invoicing	Inter-Department Change
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1 Purchases greater than $2,500 must be processed via Villanova Requisition or University Blanket Order
2 The per transaction limit for Procurement Cards is $2,500. Purchases greater than $2,500 must be purchased via an alternative method.
3 The University bidding policy states all purchases greater then $5,000 require three (3) bids. Contact Procurement for assistance.
4 Please refer to University Insurance Requirements regarding this service.

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