Financial and Administrative Procedures

Notes:

A procedure tagged with this symbol has been updated recently.

Contents
Section I	Internal Controls
Section II	Financial Accounting Procedures
Section III	Budget
Section IV	Student Financial Procedures
Section V	Revenue and Collections
Section VI	Disbursements General
Section VII	Acquisitions of Goods and Services
Section VIII	Sponsored Program Activities
Section IX	Development and Investments
Section X	Physical Resource Management
Section XI	Personnel Procedures
Section XII	Payroll Procedures
Section XIII	Facilities Management
Section XIV	Environmental Health and Safety
Section XV	Other Procedures

Procedures Content
	I. Internal Controls [Top]
	1-1	Completing the Internal Controls Questionnaire
	1-3	Requesting an Alternate Reconciliation Schedule
	1-4	Monthly Review of GM Project or Award Activity
	1-4A	Monthly Review and Certification of Sponsored Program Project or Award Expenditures
	1-5	Monthly Review of GL Project Activity
	1-7	Agreement for a Contracted Independent Organization (CIO)
	1-8	CIO: Security Agreement and Financing Statement
	1-9	Approving a Student Organization Fund-Raising Project

	II. Financial Accounting Procedures [Top]
	2-1	Creating Expenditure and Revenue Projects
	2-5	Preparation of Request for Petty Cash and Change Fund
	2-6	Cash Deficits
	2-11	Moving Cash Between General Ledger Projects
	2-12	Internal Transfer of State Tuition Between UVA Departments

	III. Budget [Top]
	3-1	Preparation of Request for New Award
	3-2	Preparation of Request for Installment Creation or Modification (ICOM) for Awards

	IV. Student Financial Procedures [Top]
	4-60	Request Federal Work-Study Student Employees
	4-70	Fellowship Nomination & Authority Request (Under Development)
	4-80	Completing Fellowship Disclosure Form

	V. Revenue and Collections [Top]
	5-1	Format to be Used in Calculating Support Services Unit Rates
	5-2	Processing Deliquent Accounts
	5-3	Completing Department Referral Form (Revision Pending)
	5-4	Completing Accounts Receivable Adjustment Form (Revision Pending)
	5-5	Preparation of Direct Bank Deposits
	5-6	Preparation of Central Cashier Deposits
	5-8	Endorsing Checks
	5-9	Processing Expenditure Credits and Reimbursements
	5-10	Completing Sales Tax Worksheet
	5-20	Event-based Billing

	VI. Disbursements General [Top]
		VI.A Disbursements [Top]
	6-5	Requesting LPO/PO Account/Object Code Change (Under Review)
	6-17	Authorizing and Describing Direct Billing
	6-18	Preparation of Interdepartmental Transfer Invoices (IDT's) (Revision Pending)

		VI.B Travel [Top]
	Note: For travel and meal reimbursements, please see Procedure 6-101 -- Preparing Payment Vouchers
	6-20	Use of the University Travel Card
	6-21	Requesting Traveler's Checks
	6-24A	Wiring Emergency/Travel Funds

		VI.C Moving Expenses [Top]
	6-30	Preparation of Employment Agreement for Moving Expenses
	6-31	Reimbursement of Moving Expenses

		VI.E Expenditure Reimbursements [Top]
	6-40	Object of Expenditure Codes and Definitions (Under Review)
	6-60	Preparation of Revenue Refund Voucher

		VI.F - VI.H Disbursements [Top]
	6-101	Preparing Payment Vouchers (Revision Pending) This procedure covers the following specific topics: Preparing Payment Vouchers -- general Petty Cash Petty Cash Reimbursement Travel Reimbursement Vendor Paid Travel Business Meal Certification Approving Honoraria Authorizing Contractual Teaching and Non-Teaching Academic Consulting Requesting Payment in Foreign Currency Paying Foreign Vendors
	6-102	Receiving Goods and Services

	VII. Acquisition of Goods and Services [Top]
	7-9	Obtaining Board of Visitors Approval for Large Purchases (Under Review)
	7-20	Preparation of Printing Requisition Form
	7-30	Preparation of Telephone Service Request - SPRINT/CENTEL
	7-31	Preparation of Telephone Service Request - ROLM
	7-51	Application for Assignment of Permanent Motor Vehicle
	7-53	Reserving Charter Buses
	7-70	Preparation of Contract Approval Sheet (Under Review)
	7-80	Completing an Insurance Incident Form
	7-81	Completing Automobile Loss Notice
	7-82	Reimbursing Housing Resident Claims
	7-83	Recovering Departmental Damages from Third Parties
	7-90	Requesting Treasury Board Financing
	7-101	Adding and Registering Vendors
	7-102	Preparing Purchase Requisitions
	7-103	Preparing Limited Purchase Orders
	7-104	Payment of a Moving Agent with a Purchase Order
	7-105	Use of the University Purchasing Card

	VIII. Sponsored Program Activities [Top]
	8-8	Request for an Individual Not Meeting Policy Criteria to Serve as a Prinicpal Investigator
	8-9	Preparation of Proposal Approval Sheet and Budgeted Cost Sharing Forms
	8-9A	Completing Certification Regarding Debarment, Suspension, Ineligibility and Voluntary Exclusion Lower Tier Covered Transactions
	8-9B	Completing Sole Source Justification for Research Project Subcontracts
	8-9C	Completing Drug Study Questionnaire
	8-10	Multiple Principal Investigators on Federal Awards
	8-11	Standard Addresses for Use on all Grant and Contract Proposals
	8-12	Request to Establish or Extend Awards Prior to Receipt of Funding (“At-Risk” Awards)
	8-13	Preparation of Grant and Contract Changes
	8-14	Budgeting Direct Costs of Sponsored Programs
	8-15	Transaction Controls and Notice of Award Distribution
	8-18	External Subcontracting Under Sponsored Awards and Contracts
	8-20	Preparation of Cost Transfers Involving Sponsored Program Accounts
	8-21	Retroactive Cost Transfers for Expenditures
	8-22	Retroactive Labor Distribution Adjustments
	8-23	Charging Visa Application Fees to Sponsored Projects
	8-30	Sponsored Program Budget Deficits
	8-31	Time and Effort Certification
	8-33	Disability Leave and Research Grants
	8-40	Graduate Student Health Insurance – FY 06
	8-41	Graduate Student Health Insurance – FY 07
	8-50	Preparation of DOD Industrial Plant Equipment Requisition (Under Review)
	8-52	Preparation of Maintenance and Use Records of U.S. Government - Owned Property
	8-53	Preparation of Transfer Order
	8-65	Account Closeout

	IX. Development and Investments [Top]
	9-5	Processing Gifts in Kind
	9-40	Internal Investment Program Procedures
	9-41	Creating New or Withdrawing Funds from Quasi Endowment Projects
	9-42	Creating New Gift Projects
	9-43	Creating New True Endowment Projects
	9-44	Creating Capital Asset Projects

	X. Physical Resource Management [Top]
	10-1	Preparation of Equipment Inventory Change Request
	10-2	Transferring Equipment Between State Agencies
	10-30	Ordering Equipment Trust Fund (ETF) Items (Revision Pending)
	10-31	Approving Payment for Equipment Trust Fund (ETF) (Revision Pending)
	10-32	Controlling Equipment Trust Fund (ETF) Items
	10-33	Seeking Reimbursement for Equipment Trust Fund (ETF) (Revision Pending)
	10-34	Preparation of Purchase Requisition for Equipment Trust Fund (ETF) (Revision Pending)
	10-35	Preparing Equipment Trust Fund (ETF) Financial Agreement
	10-50	Receiving Fine and Decorative Art

	XI. Personnel Procedures [Top]
	11-1	Processing Faculty Overload Responsibilities for Supplemental Compensation (Under Review)
	11-30	Requesting Approval for Serving Alcohol at University Events

	XII. Payroll Procedures [Top]
		(See University Human Resources Payroll Policies)
	12-10	Processing Labor Distribution Cost Transferss

	XIII. Facilities Management [Top]
	13-50	Requesting University Keys
	13-51	Completing Key Issue - Return Receipt - Destruction Record
	13-52	Master Key Verification

	XV. Other Procedures [Top]
	15-1	Providing Notice of Possible Conflict of Interests
	15-2	Certification that No Conflict of Interest Exists
	15-3	Template Disclosure Letter
	15-4	Completing Patent Policy Agreement
	15-6	Obtaining Permission to Copy
	15-70	Approving New or Expanded Services and Activities
	15-90	Reserving the Rotunda
	15-91	Requesting Road and Street Closing on University Grounds for Special Events

E-mail comments to:
Last modified: 27-Oct-2008 15:06:24 EDT
by the Rector and Visitors of the University of Virginia