**INACTIVE POLICY**

For Current Policies:
Policy Table of Contents

 


                      UNIVERSITY OF VIRGINIA
           FINANCIAL AND ADMINISTRATIVE POLICIES MANUAL



TITLE:  RESTRICTIONS ON SPECIFIED CATEGORIES         POLICY: VI.A.3x
        OF EXPENDITURES                                            

Gifts, Flowers and Christmas Cards

Under normal circumstances gifts to employees on any occasion or
flower arrangements sent during periods of illness or
hospitalization are NOT chargeable to University funds.

Gifts or flower arrangements MAY NEVER BE CHARGED to State funds
(including departmental overhead accounts), grant and contract
funds, or University (Local) funds restricted as to purpose.

Flower arrangements may be charged to unrestricted Local funds
under the direct supervision of the department or activity head, IN
EXCEPTIONAL CIRCUMSTANCES, subject to the following limitations:

     Limited to hospitalization or death of employee or member of
     the immediate family.

     Limited to $25 in amount.

Gifts to employees may be charged to unrestricted Local funds under
the direct supervision of the department or activity head, IN
EXCEPTIONAL CIRCUMSTANCES, subject to the following limitations:

     The employee must be retiring or terminating after a long
     period of University service (5 years or more).

     The Invoice must stipulate the reason for the gift and the
     length of service of the departing employee.

     The gift must be of a "token" nature (approximately $25 - $50
     in amount).

Departments are not allowed to use State (subledger 1, 2, 3, and 5)
funds to purchase Christmas cards or greetings.

Club Memberships

Club memberships are NOT AN ALLOWABLE CHARGE to University funds of
any category.

Parking Lot Rental Fees and Fines

Parking lot rental fees and fines are NOT AN ALLOWABLE CHARGE to
University funds of any category.


Carpet and Rug Cleaning

Any carpet or rug installed as part of new construction, using new
construction funds, or installed through renovations or
improvements funded by special project monies will be automatically
placed on the Facilities Management cleaning schedule and all
maintenance costs involved will be funded from the Facilities
Management budget.

All carpets or rugs purchased by departmental funds will not be
scheduled for other than a daily vacuuming.  Shampooing, spotting,
repairing or replacing will have to be initiated through a "Request
for Service" to Facilities Management and the requesting department
will be billed for such services as may be involved.  If workload
or type of material precludes Facilities Management from performing
the requested services, the requesting department will be so
advised and commercial services will be obtained if desired by the
requestor.

Long Distance Telephone Calls Made From Home Phones

Official telephone calls placed from home should be processed in
the following manner:


     Dial 982-0810.  Wait for silence. Dial 882. Wait for silence.  
   dial 8 + Force Authorization Code + number.  

     Dial 924-0000.  The call will be answered by one of the
     University switchboard operators.  Give the operator your
     Forced Authorization Code and the number to be dialed.  She
     will place the call for you and your call will be billed at
     the SCATS rate per minute rather than the Centel operator-
     assisted rate.

In exceptional circumstances, reimbursement for long distance calls
made from home telephones will be approved.  Documentation attached
to the Invoice should include:

     An explanation as to why calls could not be made at an office
     phone or from home with a Forced Authorization Code.

     The original home telephone bill with appropriate notations of
     official calls.

For additional information, see "Directory and Telephone
Information" in the University telephone directory.


Purchases Requiring Payment in Foreign Currency

The University can make payment to vendors in foreign currency. 
Because payments in foreign currency are more expensive than normal
payments, departments must ensure the vendor will not accept
payments in U.S. dollars.

See also Procedure 6-7, "Requesting Payment in Foreign Currency."

All foreign currency payments will appear on monthly accounting
reports as follows:

Account(s) Used             Transaction Will Appear on AMO 91 As:

State Funds 
(Ledgers 1, 2, 3, 5 and 7)           An IDT Transaction

Local Funds 
(Ledgers 4, 6, 8 and 9)              Normal Transaction


Payments to Foreign Vendors on Combos

Contrary to normal practice, when sending payments to vendors
outside the United States, combine all invoices for that vendor and
designate it as an "attachment" combo.  (The Department of Accounts
will process attachments for such payments to avoid extra postage
to foreign countries.)


Use of Discriminating Clubs or Entities

Article I, Section 11 of the Constitution of Virginia provides in
part "... that the right to be free from any governmental
discrimination upon the basis of religious conviction, race, color,
sex, or national origin shall not be abridged..."  

House Joint Resolution No. 136, February 1983 resolved that no "...
agency or other entity of the Commonwealth shall officially meet
for business or for an official function at any private club where
any citizen of this Commonwealth is denied membership on the basis
of religious conviction, race, color, sex, or national origin and
the actual club membership does not include women, (or) men and
members of minority groups..."

The University has a long standing policy of not doing business
with entities that have discriminatory policies.  Therefore,
current University policy is not to use discriminatory clubs or
entities for University functions, not make payments to such clubs
or entities, and not to reimburse University employees or guests
for expenses incurred at such clubs or entities.  

Additional questions should be directed to the Assistant Vice
President for Finance and University Comptroller.
 

ISSUED BY:                                              02/14/92 
Assistant Comptroller for      6.1.3.1
Accounting Operations