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Notes:
1. A policy tagged with this symbol has been revised recently or is scheduled for revision in the near future.
2. Significant revisions have been highlighted within some revised policies.
3. Additional financial policies are available in the University Policy Directory.

Contents
Section I Internal Controls
Section II Financial Accounting Policy
Section III Budget
Section IV Student Financial Policies
Section V Revenue and Collections
Section VI Disbursements General
Section VII Acquisitions of Goods and Services
Section VIII Sponsored Program Activities
Section IX Development and Investments
Section X Physical Resource Management
Section XI Personnel Policies
Section XII Payroll Policies
Section XIII Facilities Management
Section XIV Environmental Health and Safety
Section XV Other Policies

Policy Contents
  I.  Internal Controls [Top]
  I.A.1 Internal Control
  I.A.2 Reporting Fraudulent Transactions
  I.A.3 Emergency Notifications
  I.A.4 Guidelines for Public Information Activities
  I.B.1 Development and Approval of University Policies
  I.G.1 Terms and Conditions for Contracted Independent Organizations and Fraternal Organizations
  I.H.1 Fund Raising Projects by Student Organizations on University Grounds
   
  II.  Financial Accounting Policy [Top]
  II.A.1 Financial Accounting Policy: General
II.A.2 Financial Accounting Policy: University
  II.B.1 University Accounting System
  II.B.2 Reconciling Departmental Accounting Records
  II.B.6 Cash Deficits
  II.C.1 Records Retention and Disposition
  II.E.1 Establishing and Managing Bank or Other Financial Institution Accounts for University Funds
  II.E.2 Petty Cash, Petty Cash Checking and Change Funds
  II.E.3 Cash Balances
  II.E.4 Controlling Cash Items
   
  III.  Budget [Top]
  III.A.3 Oversight of University Operating and Capital Budgets and Long-term Financial Plans
   
  IV.  Student Financial Policies [Top]
  IV.B.2 Student Accounts Functionality in the Integrated Student Information System
  IV.G.1 Nomination and Authority Forms
  IV.G.2 Taxation Instructions for Foreign National Recipients of Scholarship/ Fellowships
  IV.G.3 Guidelines for Fellowship Disclosure
   
  V.  Revenue and Collections [Top]
  V.A.1 Revenue Generating Activities
  V.A.2 Rate Determination
  V.A.3 Responsibility For The Collection, Reporting, And Remittance Of Virginia Sales Tax
  V.A.4 Tax Information To Employees and Degree Candidates
  V.B.1 Cashiering Activities
  V.B.2 Credit And Collection
  V.B.3 Expenditure Credits and Reimbursements
  V.C.1 Event-Based Billing
   
  VI.A  Disbursements  [Top]
  VI.A.6 Payments to University Departments
  VI.A.7 Inter-Agency Transactions
  VI.A.12 Individuals Authorized to Approve Local Fund Exceptions to State Policies and Self Travel
  VI.A.13 Local Fund Expenditures
   
  VI.B  Travel Expenses -- American Express Travel Card [Top]
VI.B.10 University Travel Card Program
               For travel policy information, please see VI.G.1 -- Travel Expenses and VI.G.2 -- Meal Expenses.
   
  VI.C  Moving Expenses [Top]
  VI.C.1 Reimbursement of Moving and Relocation Expenses
   
  VI.E  Expenditure Reimbursements  [Top]
   
  VI.F - VI.H Disbursements  [Top]
  VI.F.1 Disbursements: General Requirements 
  VI.F.2 Restrictions on Local Funds Expenditures 
  VI.F.3 Timely Payments to Vendors 
  VI.F.4 Use of the Payment Voucher and Demand Payments
  VI.G.1 Travel Expenses 
  VI.G.2 Business Meals
  VI.G.3 Social Event Meals
  VI.G.4 Academic Services
  VI.H.1 Receiving Goods and Services 
  VI.H.3 Problem Orders 
   
  VII.  Acquisition of Goods and Services [Top]
  VII.B  Use of University Printing Office [Top]
  VII.B.3 University Mail Services
   
  VII.C  Purchasing: General  [Top]
  VII.C.1 Purchase of Goods and Services from Outside Vendors  
  VII.C.2 Types of Purchases Which Require Special Processing  
  VII.C.3 Use of the University Purchasing Card
  VII.C.4 Minority Procurement Programs
   
  VII.D  Other Goods and Services  [Top]
  VII.D.2 Use of Motor Pool Vehicles (Revision Pending)
  VII.D.4 Equipment Loans
  VII.D.5 Acceptance of Gifts and Special Benefits from Vendors
   
  VII.F  Dining Services [Top]
  VII.F.1 Locations Requiring UVA Catering
  VII.F.3 Alcohol and Drug Policy
   
  VII.H  Insurance and Liability [Top]
  VII.H.1 Risk Management Program (Insurance Coverage)
  VII.H.2 Reimbursement of Housing Resident Claims
  VII.H.3 Restitution and Recovery from Third Parties for Departmental Damage
  VII.H.4 Phasing Out the Use of 15-Passenger Vans
   
  VII.N  Administrative Computing Services  [Top]
  VII.N.10 Administrative Computing Services Work Requests
   
  VII.O  Telephone Services [Top]
  VII.O.1 Telephone Services
  VII.O.2 Long Distance Telephone Charges and Telephone Calling Cards
   
  VII.Q  Parking and Transportation Services [Top]
  VII.Q.2 Parking Regulations
  VII.Q.3 University Transit Services (UTS)
   
  VII.R  Contracts [Top]
VII.R.1 Contracts
  VII.R.2 Functions of Administrative Offices Responsible for Executing Contracts
  VII.R.5 Space and Real Estate Transactions
  VII.R.6 Equipment Financing
VII.R.7 Treasury Board Equipment Financing Program
  VII.R.12 Contractual Teaching Services and Non-Teaching Academic Consulting
VII.R.13 Payment of Honoraria to Non-Employees
   
  VIII.  Sponsored Program Activities [Top]
  VIII.A.1 Grants and Contracts: Definition, Solicitation, Clearance and Acceptance
  VIII.A.2 Grants and Contracts: Responsibility of the Office of Sponsored Programs
  VIII.A.4 Grants and Contracts: Documents to be Approved by the Office of Sponsored Programs
  VIII.A.5 Grant and Contract Changes
VIII.A.6 Consistent Treatment of Sponsored Programs Costs
  VIII.A.7 Lease Versus Purchase Policy
  VIII.B.1 Resolution of Conflicts of Interest as they Relate to Research Contracts
  VIII.C.1 Compliance with Sponsor Requirements
VIII.C.1A Compliance with Federal Sponsor Requirements
  VIII.C.2 Management of Sponsored Program Awards in a Budget Deficit
  VIII.C.3 Assigning PTAEOs to Sponsored Programs
  VIII.C.5 Property Management and Shared Use of Equipment
  VIII.D.1 Indirect Costs
  VIII.D.2 Determination of On-Grounds / Off-Grounds
  VIII.D.3 Application of Indirect Cost Rates
  VIII.E.1 Fixed Assets Accounting (Property): Overview of Government Property
  VIII.E.2 Fixed Assets Accounting (Property): Property Included and Excluded
  VIII.E.3 Fixed Assets Accounting (Property): Acquisition of Research Equipment and Materials
VIII.E.4 Fixed Assets Accounting (Property): Maintenance of Equipment Records
  VIII.E.5 Fixed Assets Accounting (Property): Equipment Title, Disposition and Subcontracts
  VIII.E.6 Fixed Assets Accounting (Property): Equipment Screening
  VIII.E.7 Excess Expendable Property
   
  IX. Development and Investments [Top]
  IX.A.  University Development  [Top]
  IX.A.1 Solicitation and Acceptance of Gifts and Bequests
  IX.A.2 Receipt and Acknowledgement of Gifts
  IX.A.3 Establishment of Funds for Certain Purposes
  IX.A.4 Solicitation and Acceptance of Certain Types of Gifts
  IX.A.6 Establishment of Named Funds For Certain Purposes
  IX.A.7 Bequests and University Life Income Plans
  IX.A.8 Sample Named Endowment and Bequest Language
  IX.A.9 Employee Charitable Contributions to the University
  IX.A.10 Presenting Professorships to the Board of Visitors for Establishment
  IX.A.11 Gift in Kind Policies
   
  IX.D.  University Investments  [Top]
  IX.D.7 Investment Guidelines for University Endowment Loans to University of Virginia Foundation
  IX.D.9 Internal Investment Program for University Units
  IX.D.10 Internal Borrowing Program
  IX.D.11 Capitalization of Income in Accounts Eligible for State Matching Funds
   
  X.  Physical Resource Management [Top]
X.A.1 Fixed Assets Accounting (Property): Maintenance of Equipment Inventory
  X.A.2 Fixed Assets - Releasing UVA Capital Equipment to Another Institution Outside the Commonwealth
X.A.3 Fixed Assets Accounting (Property): Transfer of Research Equipment to the University
  X.C.1 Equipment Trust Fund
  X.E.1 University Collections
  X.E.2 Acceptance and Maintenance of Works of Fine and Decorative Art
  X.F.1 Surplus Property Disposal 
   
  XI.  Personnel Policies [Top]
  XI.A.1 Faculty Overload Responsibilities for Supplemental Compensation
  XI.B.1 (See University Human Resources Personnel Policies)
  XI.C.1 Approval for Serving Alcohol at University Events
  XI.D.1 Funding For Events That Recognize/Appreciate Employees
  XI.E.1 Use of Surveillance Cameras
   
  XII.  Payroll Policies [Top]
  (See University Human Resources Payroll Policies)
   
  XIII.  Facilities Management [Top]
  XIII.A.1 Facilities Management: Definitions
  XIII.A.2 Facilities Management: Overview of Facilities Management Activities
  XIII.A.3 Facilities Management: Funding Responsibilities
  XIII.B.1 Facilities Management: Maintenance, Repair, and Renovation
  XIII.B.2 Facilities Management: Renovation Project Priority System
XIII.C.1 Facilities Management: Utilities Services
               Energy Management and Sustainability
               Recycling
               Excavation
  XIII.D.1 Facilities Management: Facilities Planning, Real Estate, Space Administration and Construction
  XIII.E.1 University of Virginia Key and Lock Policy
   
  XIV.  Environmental Health and Safety [Top]
  XIV.A.1 Tent Use on Grounds
  XIV.B.1 Asebestos-Containing Materials Management
  XIV.C.1 Attic Storage
  XIV.D.1 Biosafety
  XIV.F.1 Ergonomics
  XIV.G.1 Extension Cord Use
  XIV.H.1 Fall Protection
  XIV.I.1 Regulated Medical Waste Management
  XIV.J.1 Fireworks Display
  XIV.K.1 Hallway Storage and Other Hallway Use
  XIV.L.1 Industrial Hygiene Program
  XIV.M.1 Respiratory Protection
  XIV.N.1 Lead-Based Paints Management
  XIV.O.1 Personal Protective Equipment
  XIV.P.1 Lock Out Tag Out for Equipment during Maintenance and Repair
  XIV.Q.1 Hazardous (Chemical) Waste Collection and Disposal
  XIV.R.1 Chemical Safety and Waste Training
  XIV.S.1 Powered Industrial Trucks (PITs)
  XIV.T.1 Mold Management
   
  XV.  Other Policies [Top]
  XV.A.1 Conflict of Interest
  XV.B.1 Advertising for Student Attendance
  XV.C.1 Disclosure of University Records
  XV.D.1 Rights of Students at the University of Virginia Pursuant to the Family Educational Rights and Privacy Act (FERPA)
  XV.D.2 Requesting a Refund of Student Activity Fees
  XV.E.1 Copyright Policy
  XV.E.2 Patent Policy
  XV.E.3 Federal Classified Research
  XV.E.4 Research Misconduct Policy
  XV.E.5 Recordkeeping (Notebook)
  XV.E.6 Disposal of Regulated (Hazardous) Materials
  XV.F.1 Copying of Copyrighted Material: Introduction
  XV.F.2 Copying of Copyrighted Material: Reproducing
  XV.F.3 Copying of Copyrighted Material: Special Circumstances
  XV.F.4 Copying of Copyrighted Material: Videotaping
  XV.F.5 Copying of Copyrighted Material: Copying Works of Music
  XV.F.6 Copying of Copyrighted Material: Copying for Academic Purposes
  XV.F.7 Copying of Copyrighted Material: Obtaining Permission
  XV.F.8 Copying of Copyrighted Material: Infringement
  XV.F.9 Copying of Copyrighted Material: Licensed Computer Software
  XV.G.1 Use of University Resources
  XV.G.2 Use of University Equipment
  XV.G.3 University Services and Activities
  XV.G.4 Analysis of Unrelated Business Income
  XV.G.5 Using The University's Federally Registered Trademark
  XV.H.1 Health Insurance Premium Reimbursements
  XV.I.1 Use of the Rotunda
  XV.I.2 Road and Street Closings On University Grounds for Special Events
  XV.J.1 Regulation of Firearms, Weapons and Destructive Devices
  XV.K.1 Unified Emergency Response Plan
  XV.L.1 University Related Foundations
  [Top]
 
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Last modified: 17-Nov-2009 08:25:30 EDT
by the Rector and Visitors of the University of Virginia