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Policy: VI.F.2x2 (inactive)

Issued: February 14, 1992

Owner: Director of Procurement Services

Latest Revision: November 11, 1999

RESTRICTIONS ON SPECIFIED CATEGORIES OF EXPENDITURES


**INACTIVE POLICY**

For Current Policies:
Policy Table of Contents

 

1.0 Purpose

This policy describes the restrictions placed on certain types of expenditures made with University funds.

2.0 Policy [Top]

2.1 Gifts, Flowers and Greeting 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.

Gifts may be charged to unrestricted Local funds, subject to the following restrictions:

The purpose must be in recognition of a member of the University community (employee or student) who is retiring, leaving University service, transferring to another University department, or for purchases made by recognized University development offices for major donors.

The invoice must be paid by using a Payment Voucher and must stipulate the recipient, their affiliation with the University and the reason for the purchase.

The cost must not exceed $400.00, including all taxes and fees.

Floral purchases may be charged to unrestricted Local funds, subject to the following restrictions:

The purpose must be to express sympathy and support in the event of the hospitalization or death of either an employee, or a member of the employee's immediate family. Similar purchases may be made by recognized University development offices for major donors.

The invoice must be paid by using a Payment Voucher and must stipulate the recipient, their affiliation with the University and the reason for the purchase.

The cost must not exceed $100.00, including all taxes and fees.

Greeting cards for holidays and other events may NOT be purchased using State (subledger 1, 2, 3, and 5)funds.


2.2 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.


2.3 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.

Or

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.


2.4 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 6-101, "Preparing Payment Vouchers." 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


2.5 Payments to Foreign Vendors on Payment Vouchers

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" transaction. (The Accounts Payable department will process attachments for such payments to avoid extra postage to foreign countries.)


2.6 Club Memberships

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


2.7 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 Director of Procurement Services.


2.8 Parking Lot Rental Fees and Fines

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

3.0 Definitions [Top]

4.0 References [Top]

5.0 Approvals and Revisions [Top]

       Previous version in effect from 2/14/92 to 11/11/99 available in policy archive.


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