UNIVERSITY OF VIRGINIA
          FINANCIAL AND ADMINISTRATIVE PROCEDURES MANUAL



TITLE:  REQUESTING LPO/PO ACCOUNT/                  PROCEDURE:  6-5
        OBJECT CODE CHANGE                                          
                                                                  

Policy Reference:              VII.A.2

Form:     LPO/PO Account/Object Code Change Request (AO-14)

Obtain Blanks Forms From:      Fiscal Administrator, page 6.5.4-
                               6.5.5.
                               
Forward Completed Forms To:    Hospital (Ledger 2) accounts -
                               Hospital Accounts Payable, Stacey
                               Hall All others - Accounts Payable,
                               Carruthers Hall

Purpose

This form is used to request changes to account and/or object codes
related to:

     Limited Purchase Orders (LPOs) issued through CAPPS,

     Purchase Orders (POs) issued through CAPPS, or

     Encumbrances recorded in FAS.

Background

All change requests must be made by using the referenced form and
include:

     Justification for the change,

     An approval by the department head, and

     SEPARATE CHANGE REQUEST FOR EACH LPO OR PO.

Changes to CAPPS LPO/PO are subject to the following restrictions:

     The changes must occur within the SAME source of funds:

       Local accounts (Ledgers 4, 6, 8)

       University (Ledgers 1, 3, 5, 7)

       Hospital (Ledger 2)


     Changes BETWEEN different sources of funds are allowed only
     after the invoice has been paid and recorded in FAS.  At that
     time, the department may process an Interdepartmental Transfer
     Invoice (IDT) to change the source of funds.  See Procedure 
     6-18, "Preparation of Interdepartmental Transfer Invoices."

     Change requests CANNOT increase or decrease the GROSS amount
     of an active CAPPS LPO or PO.  Any changes that require an
     increase or decrease to an LPO/PO must be submitted directly
     to Purchasing and Materials Services in a memo with a copy of
     the LPO/PO attached.

Non-CAPPS Change Requests

This form may be used to CHANGE A NON-CAPPS FAS ENCUMBRANCE.  In
these situations, changes between different sources of funds are
permissible, provided the department head has approved the changes. 
A copy of the purchase order must be attached to the request for
changes that increase an encumbrance.

Instructions

THE FORM MUST BE TYPED OR PRINTED LEGIBLY.  COMPLETE ALL PERTINENT
SECTIONS.

The numbered items on the sample form should be completed as
follows:


 1.  Check appropriate box.  See "Forward Completed Form To" block
     above.

 2.  Enter complete departmental name and messenger mail address.

 3.  Enter exact LPO/PO number as it appears on the related
     document.  Must be 11 digits if CAPPS LPO/PO.

 4.  Enter vendor name and CAPPS vendor ID number as it appears on
     the related document.

 5.  If known, enter vendor's invoice number and the document
     control number shown on the departmental copy of the vendor's
     invoice.  (Not required for changes to FAS encumbrances.)

NOTE:  Items 6 through 8 must appear EXACTLY as entered on the
LPO/PO.

 6.  Enter the six-digit account number.

 7.  Enter the five-digit object code.

 8.  Enter amount of increase/decrease for account/object code
     shown.

NOTE:  Repeat steps 6 through 8 for all account/object codes being
changed.

 9.  Enter preparer's name and phone number.

10.  Explain reason for change.

11.  Department head's signature and date are required.

12.  ACCOUNTING USE ONLY.


                                                                   
ISSUED BY:                                                 01/01/89

University Comptroller        6.5.3