Funds for Student Programs Home Application Process Special Considerations & Restrictions Disbursement of Funds Download an Application

VPCSA Program Awards close 60 days after the conclusion of the event or June 1, whichever is sooner. All reimbursement requests or invoices must be submitted before the end of the award period unless the organization is granted an extension.

Requests for extension of the award period must be made in writing (e-mail will suffice) to the VPCSA Business Manager in advance of the closing date, and must present compelling reasons why the receipts or invoices cannot be presented within the customary time frame.

All disbursements require submission of a disbursement request form for each transaction, with original receipt(s) or invoice attached to the back. VPCSA disburses funds in three ways:

INTERNAL TRANSFER BY UVA SERVICE PROVIDER
Requires that VPCSA provide an internal billing code (PTAO) to the service provider on behalf of the award recipient. The award recipient must simply submit to VPCSA a disbursement request form with receipt for the service. See the VPCSA Business Manager for details.

PAYMENT OF INVOICE DIRECTLY TO VENDOR
VPCSA can pay vendors directly if the award recipient can arrange for the vendor to provide an invoice for payment. The award recipient must submit the invoice to VPCSA with a disbursement request form. See Special Considerations and Restrictions for further information.

REIMBURSEMENT
Award recipients seeking reimbursement for approved, event-related expenses must submit to VPCSA a disbursement request form for each individual to be reimbursed, with original receipts attached to the back. Reimbursements will be made by direct deposit if the student is set up for it; if not, a check will be sent to the local address on record in the SIS.

In order to reimburse an individual who is not affiliated with UVA (student, faculty, or staff), he or she must complete and sign an online Vendor Registration form.

Please note that VPSA cannot make third party reimbursements. If the award recipient reimburses individuals for receipts, VPCSA cannot in turn reimburse the award recipient.