**INACTIVE POLICY**

For Current Policies:
Policy Table of Contents

 

                      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