Program Guidelines

Allowable Expenses

In addition to the fundamental learning experiences provided by the project's technology challenges, this program is also designed to allow funded teams to learn about project and personnel management, budget responsibility, and stakeholder reporting. If you are awarded funds for your project, you are responsible for keeping accurate transaction records and ensuring the project can remain financially viable, even if materials or equipment needs change as the project progresses (this is normal and OK!)
Detailed receipts are required; credit card charge statements are not accepted by UVA. 

  • Software licenses (if it cannot be obtained for free).  Please be aware that many educational licenses for programs like AutoDesk do not allow commercial usage
  • Hardware parts & materials 
    • Example - Raspberry Pi's, sensors, wires, material like wood, metal, plastics, fees for rental of tools or equipment, etc
  • Prototyping expenses 
    • Example – Rapid prototyping such as 3D printing, filament purchase, etc 
  • Some market research expenses may be allowed - please inquire with the program
  • Incorporation, certification fees and provisional patent fees

Non-Allowable Expenses

  • Gifts, alcohol, and items not related to the team project
  • Cannot support projects used in an enrolled class or related to a class or a research-for-credit.  
  • Interns or personnel – you may not use the funds to pay someone
  • Use of gift cards, cryptocurrency or other cash equivalent-type purchases that do not provide an explicit paper trail of the final recipient of the funds will not be approved
  • Travel, consultants, contract labor, food, drink, or entertainment are not allowed
  • Team dinners, meals, or outings
  • Tax, including sales tax and franchise taxes
  • Personal electronic equipment such as computers, iPads, tablets, smartphones, cameras, video cameras, etc
  • Educational courses are not covered by this mechanism 
  • Cannot support projects that are internships, charities, or research that a team is not actively trying to commercialize
  • Website subscriptions that do not directly relate to building the venture.  For example LinkedIn and LinkedIn Premium subscriptions are not allowed. 
  • Rent or any sort of  housing
  • Coworking space rental
  • Uber, Lyft, or other private means of transportation 
  • Expenses that grant as much personal gain as company gain (such as an annual membership to Zipcar or Hubway, or a new suit to wear to meetings)