UNIVERSITY OF VIRGINIA
          FINANCIAL AND ADMINISTRATIVE PROCEDURES MANUAL


TITLE:  APPROVING PAYMENT FOR EQUIPMENT          PROCEDURE:  10-31
        TRUST FUND (ETF) INVOICES                                   
                                                                  

Policy Reference:    X.C.1

Purpose

To describe the process of approving payment for ETF invoices.

    Responsibility                           Action                

Department                  1. Receives the ETF item.

                            2. Inspects goods to determine if
                               condition, quantity, and type
                               ordered are acceptable.

                           2a. If damaged goods are received, calls 
                               Purchasing and Materials Services
                               for instructions.

                            3. Completes the purchase order
                               receiver provided by Purchasing and
                               Materials Services.

                               See also Procedure 6-9, "Receiving  
                               Goods/Services for Purchase Order
                               Classes C, G, and I."

                            4. Forwards the following documents to 
                               University Accounts Payable
                               Department:

                               The original purchase order
                               receiver, and the vendor invoice (if
                               received).

                               NOTE:  NOTIFIES THE EQUIPMENT TRUST
                               COORDINATOR IF AN ETF ITEM IS LATER  
                                RETURNED TO THE VENDOR FOR CREDIT
                               OR   REPLACEMENT.

Univ. Accts Payable Dept    5. Receives completed purchase order
                               receiver from department.

                            6. Enters purchase order receiver into
                               CAPPS to be matched to vendor
                               invoice.


   Responsibility                           Action                  
                                                         
University Accounts         7. Receives vendor invoice from vendor.
Payable Department
(Cont'd)                    8. Enters vendor invoice into CAPPS to
                               be matched to the purchase order
                               receiver.

                            9. Generates payment of ETF purchase    
                                CAPPS. 
     
                           10. Forwards copy of vendor invoice to  
                               Equipment Trust Coordinator.

Equipment Trust Coord.     11. Receives invoice copy from accounts
                               payable department.

                           12. Matches invoice copy with copy of
                               purchase order and files in pending
                               file.

                           13. Accumulates completed ETF payments
                               until $10,000.00 has been paid.

                           14. Once $10,000.00 has been paid,
                               completes a Requisition and
                               Certificate form.

                           15. Enters reference number on all
                               payment documents.

                           16. Forwards copy of payment package to 
                               Property Accounting for asset
                               tagging.

                           17. Forwards the payment package to the
                               State Council of Higher Education
                               for Virginia (SCHEV) for
                               reimbursement.  Retains copy.



ISSUED BY:                                                 05/16/88

Department of Financial
Analysis                      10.31.2