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

VPSA Program Awards close 60 days after the conclusion of the event or Fri, June 16, 2006, 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 VPSA 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 form for each transaction, with original receipt(s) or invoice attached. VPSA disburses funds in three ways:

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

PAYMENT OF INVOICE DIRECTLY TO VENDOR
VPSA 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 VPSA with a disbursement form. See Special Considerations and Restrictions for further information.

REIMBURSEMENT
Award recipients seeking reimbursement for approved, event-related expenses must submit to VPSA a disbursement form for each individual to be reimbursed, with original receipts attached. Reimbursements will be made via direct deposit, if available; if not, the check will be sent to the local address.

In order to reimburse an individual who is not affiliated with UVA (student, faculty, or staff), he or she must complete and sign an Individual Payee Registration form. This should be submitted to the VPSA office with the disbursement form and receipts.

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