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Policy: VI.A.6

Issued: September 1, 1988

Owner: University Comptroller

Latest Revision: June 19, 2001



For Current Policies:
Policy Table of Contents


1.0 Purpose

This policy describes the general guidelines for making payments for goods or services provided by other University organizations.

2.0 Policy [Top]

All payments for goods or services provided by another University organization, the University's College at Wise or the University Medical Center must be processed through the Grants Management module of the Integrated System as a GM Cost Transfer.

NOTE: University affiliated organizations may not transfer funds to Foundation or Agency project/award combinations except in approved situations when the original transaction was processed through the Purchasing and Accounts Payable module.

Use of Direct Billing

The direct billing process channels the flow of bulk charges for work done by various University internal service providers into the Integrated System. In the absence of a direct billing arrangement, all charges must be entered individually by the organization providing the service.

Direct billing permits entry of charges on the basis of an approval made at the time goods/services are ordered.  Once an organization has received permission from the University Comptroller to bill directly, the internal service provider may charge other University projects for legitimate services rendered, but must provide a copy of the charges to the requesting organization in a timely manner. If documentation is not available at the time that service is rendered, it should be sent to the organization to coincide with the charging of the service.on a timely basis..

Internal service providers will normally process direct billing charges no later than the month following the month in which the goods/services were provided. When the requested service is expected to span more than one billing period, (e.g. construction or renovation projects) charges should be billed each month as the work progresses. If the internal service provider and customer organization agree, billing can be deferred until work is completed, or reaches an agreed upon stage of completion. Requests for exceptions to this policy must be submitted to the University Comptroller.

 If a question arises about the validity of a charge, the provider and the customer will make an earnest effort to resolve the question in an expedient manner. In the event that no resolution is reached before the following month's billing, the charges representing the portion of the work in question will be reversed pending final resolution of the disagreement.

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


3.0 Definitions [Top]

4.0 References [Top]

5.0 Approvals and Revisions [Top]

       Previous version in effect from 1/25/00 to 6/12/01 available in policy archive.

       Previous version in effect from 9/1/88 to 1/25/00 available in policy archive.

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© 2001 by the Rector and Visitors of the University of Virginia