UNIVERSITY OF VIRGINIA
FINANCIAL AND ADMINISTRATIVE POLICIES MANUAL
TITLE: DEMAND PAYMENTS POLICY: VI.A.9x
Introduction
Demand payments are payments which can be made without the prior
issuance of a purchase order or limited purchase order. All demand
payments are processed using the combo form (or travel expense
reimbursement voucher) and must be supported by external
documentation verifying the amount of the payment.
NOTE: If an item is not included in the list of authorized demand
payments, no payments will be processed unless the payment results
from a purchase order. If a combo form is submitted without the
appropriate purchase order documentation, it will be returned to
the department.
If the procurement of any of the following commodities requires the
execution of a contract, that transaction must be processed through
Purchasing.
All demand payments are pre-audited by Accounts Payable.
Authorized Demand Payments Dollar Limit
ACADEMIC TESTING SERVICES AND ACCREDITATION FEES 14,999.99
ADVERTISEMENTS IN NEWSPAPERS, RADIOS, AND JOURNALS 9,999.99
AIRLINE TICKETS- Use of UVA contracted travel agencies
is mandatory, except payments made for non-University
employees. See also Policy VI.B.9x. None
ALCOHOLIC BEVERAGES purchased from ABC Store or
a distributor (Local funds only with Dean or Vice
President approval) 4,999.99
See also Policy VII.F.3, "Sale of Alcoholic
Beverages."
ARTISTS, PHOTOGRAPHERS, AND WRITERS (not graphic
designers) 9,999.99
ATHLETIC OFFICIALS PAID BY THE NCAA None
BOND PAYMENTS ON UNIVERSITY DEBT None
BOOTH SPACE AT CONFERENCES, EXHIBITS, FAIRS, AND
PRODUCE SHOWS (Vendor supplied contracts must come
through Purchasing.) 9,999.99
CATERING 4,999.99
See also Policies VII.F.1, "Catering."
Authorized Demand Payments
CONTRACTS FOR AUTHORS (University Press only)
(Authority to sign contracts for authors delegated
to University Press up to $9,999.99) 9,999.99
COLLECTION, BANKING, AND FINANCIAL SERVICES:
Payments against existing contracts established by
Purchasing. (Bursar and Treasurer's Offices only) None
CONFERENCE REGISTRATION, PROFESSIONAL FEES,
ORGANIZATIONAL DUES, LICENSES (Not software) None
CONTRACTUAL CLAIMS SETTLEMENT (Must be approved by
Purchasing; Demand payment documents must include
copy of settlement agreement and related materials) None
CONTRIBUTIONS AND DONATIONS MADE BY UNIVERSITY None
ENTERTAINMENT (speakers, musicians, etc.) (Vendor-
supplied contracts must come through Purchasing.) 9,999.99
* FREIGHT, EXPRESS MAIL SERVICES AND FREIGHT (e.g.,
Airborne,Federal Express) - use of UVA contracted
vendors is mandatory 4,999.99
FLOWERS, FRAMING, AWARDS, GIFTS AND PRIZES 4,999.99
GASOLINE CREDIT CARDS (Processed by Parking and
Transportation only) 4,999.99
HEALTH INSURANCE REIMBURSEMENTS TO STUDENTS 4,999.99
HEALTH SERVICES FOUNDATION, payments to None
HONORARIA (Payments over $2,000 require Dean or
Vice President approval) See also Procedure 7-63,
"Approving Honoraria." None
HUMAN ORGAN SERVICE AND TRANSPLANT FEES None
ITEMS PURCHASED BY BOOKSTORE FOR RESALE (Bookstore
Acquisitions system used; applicable State procurement
procedures must be followed) None
** LEASED OFFICE SPACE - Leases must be processed
and signed by either the Director of Space and
Real Estate Management of Facilities Management or
by the Assistant Vice President for Finance None
Authorized Demand Payments (Cont'd) Dollar Limit
LEDGER FIVE SUB-GRANTS AND SUBCONTRACTS
PREAPPROVED BY SPONSOR (applies to services
only, not goods) 9,999.99
LIBRARY BOOKS AND OTHER ITEMS FOR THE LIBRARIES'
COLLECTION (Applicable Library Requisition System
used; State procurement procedures must be
followed) None
PAYMENTS TO A STATE OR FEDERAL AGENCY OR TO ANOTHER
COUNTRY'S GOVERNMENT OR AGENCY None
PAYROLL WITHHOLDINGS (PROCESSED BY PAYROLL DEPT ONLY) None
POSTAGE (U.S. POSTAL SERVICE/POSTMASTER GENERAL ONLY) None
REIMBURSEMENTS TO INDIVIDUALS for item which may be
purchased using Limited Purchase Orders. Individuals
must purchase from State or University contract where
appropriate, and should only use this process in a
limited manner. 1,999.99
REMITTANCE OF STATE AND FEDERAL TAX None
ROYALTIES AND FILM RENTALS when available from the
Producer or Protector Distributors 9,999.99
SCHOLARSHIP AND STIPENDS None
SECURITY AND POLICE OFFICERS PROVIDED BY
LOCAL GOVERNMENTS 9,999.99
*** SUBSCRIPTIONS, BOOKS, PRINTED MATERIALS, REPRINTS
PUBLISHERS PAGE CHARGES, VIDEOCASSETTES, AND
SLIDE PRESENTATIONS when available from the
Publisher/Producer 9,999.99
TRAVEL AGENCIES (see Airline Tickets above)
TRAVEL REIMBURSEMENTS TO NON-UNIVERSITY
EMPLOYEES 9,999.99
TREASURY BOARD EQUIPMENT FINANCING
(PAYMENTS TO BOARD) None
Authorized Demand Payments Dollar Limit
UTILITIES (Cellular Telephone Charges
(once completed), electricity, landfill
tipping fees, natural gas, water, telephone) None
LIMITED PURCHASE ORDERS
All, except for alcoholic beverages, carpeting
and window treatments, construction/renovation
services, firearms and ammunition, flowers, food,
framing, all furniture, gifts, narcotic or
prescription drugs, purchases from an employee
or the Commonwealth of Virginia, radioactive
materials. 4,999.99
AGENCY PURCHASE ORDERS
**** All, including exclusions from demand payments
and Limited Purchase Orders None
* Freight bills are treated as demand payments as invoices must
be paid within seven (7) calendar days. But, existing UVA
contracts for freight must be used. For information, contact
Purchasing.
** Leases must be in place. Payments are against established
leases.
*** Specifically EXCLUDES items purchases by the libraries for
their collections and by the Bookstore for resale; such
items are purchased through Library and Bookstore Acquisition
Systems.
**** Board of Visitor approval required for services over
$1,000,000 in any one year or $2,500,000 over the term of the
contract and goals over $2,000,000 in any one year or
$5,000,000 over the term of the contract.
ISSUED BY: 07/01/96
Chief Contracting
Officer 6.1.9.1