Local Agency Local Agency and and

Student Services Student Services AccountsAccounts

What is the difference in a Local What is the difference in a Local Agency and a Student Services Agency and a Student Services

account?account?

A local Agency account is self generated funds held by the college for affiliated and recognized groups and organizations (The college is the “bank”)

A Student Services account is funded by student fees and can also have self generated activity.

How to establish a local Agency How to establish a local Agency account?account?To establish a Local Agency

account fill out the Local Agency Account Create Form at the link below and submit to the College Comptroller’s Office.

http://www.uvawise.edu/financial administration/forms.html

How to make purchasesHow to make purchasesChoose the appropriate purchase

orderPurchase Order Identifiers:

◦AF (Agency Funds)◦SF (Student Fee Funds)

If merchandise cannot be purchased with a purchase order, contact Student Affairs for assistance

Instructions for completing Instructions for completing Agency or Student Services Agency or Student Services Purchase OrderPurchase OrderFill Out Purchase Order CompletelyObtain the Appropriate SignaturesAttach appropriate documentation,

including itemized receipts and travel workbook if necessary

Send yellow copy of completed purchase order with attached documentation to Accounts Payable for processing.

Guidelines for Local Agency & Guidelines for Local Agency & Student Services AccountsStudent Services AccountsWith every purchase you must turn

in an original invoice to accounts payable.

Proper authorization required for all purchases

Merchandise purchased is property of the college

Contracts and agreements that require signatures must be handled by the Director of College Services

Guidelines for Local Agency & Guidelines for Local Agency & Student Services AccountsStudent Services AccountsRequest for checks must be requested

in a timely manner.Individuals providing services cannot

be paid from ANY local agency or student service funds. Please contact Accounts Payable for guidance with this type of expenditure.

Requests must be received by Noon on Thursday for processing of payments that week.

Personal reimbursements to students are strongly discouraged.

Personal Reimbursement Personal Reimbursement

Personal reimbursements are STRONGLY discouraged

Personal reimbursements are not guaranteed.

Prior to spending personal funds and seeking reimbursement the expenditure must be approved by Accounts Payable

Gifts, Prizes & AwardsGifts, Prizes & AwardsGift cards or gift certificates are

not allowable expenses and will NOT be reimbursed. (Exception- College Bookstore)

Organizations can solicit vendors for items they wish to give as gifts, prizes or awards

Questions Questions For additional help please

contact:

◦Shirley Calton - Accounts Payable 328-0111 smc3a@uvawise.edu

◦Natasha Papuckoski-Accounting 376-4675 nkh4s@uvawise.edu

◦Heather Wilson – Accounting 328-0309 hsw5c@uvawise.edu