**INACTIVE POLICY**

For Current Policies:
Policy Table of Contents

 

                      UNIVERSITY OF VIRGINIA
           FINANCIAL AND ADMINISTRATIVE POLICIES MANUAL



TITLE:  PAYMENTS TO UNIVERSITY DEPARTMENTS           POLICY: VI.A.6x


All payments for goods or services provided by another University
department (regardless of the account numbers involved) must be
submitted on the University of Virginia Inter-Departmental Transfer
(IDT) form U.VA.AO-001.

See also Procedure 6-18, "Preparation of Interdepartmental Transfer
Invoices."

If any of the transactions submitted are coded as transfers or due
to/due froms a separate IDT must be submitted for each set of codes
listed below:

 þSub-Ledger transfers coded 05XXX.
      øSub-Ledger transfers coded 78XXX or 79XXX.
      øGeneral Ledger due tos/due froms coded 19XXX or 29XXX.
      øGeneral Ledger transfers coded 49XXX or 59XXX.

NOTE:  Departments may not use IDT's to transfer funds to
foundation accounts, i.e. IDT's may not be used to reimburse Ledger
8 accounts for activities funded by foundations, except in approved
situations when the original transaction was processed through
University systems.

Use of Direct Billing

The direct billing process channels the flow of charges for work
done by various University service departments into the Financial
Accounting System. In the absence of a direct billing arrangement,
charge documents are not accepted for entry into FAS until approved
by the person responsible for the account to be charged.

Direct billing permits entry of charges on the basis of an approval
made at the time goods/services are ordered.  Once departments have
received permission from the University Comptroller to bill
directly, the direct billing department may charge other University
accounts for legitimate services rendered but must provide a copy
of the charges to the requesting department at least five days
before they are processed by FAS.

Departments must process direct billing charges through the
Financial Accounting System no later than the month following the
month in which the goods/services were provided (or final cost
information becomes available). Requests for exceptions to this
policy must be submitted to the University Comptroller.

In the case of a billing error, the requesting department may
question the charge, but must do so within 30 days of the end of
the month in which the charge appeared.  If a charge is questioned
after this 30-day period, the direct billing department may refuse
to correct an incorrect charge. All questions on charges should be
communicated IN WRITING.

See also Procedure 6-17, "Authorizing and Describing Direct
Billing."         


ISSUED BY:                                                 09/01/88 

University Comptroller         6.1.6.1