Policies

The University recognizes that volunteers are a valuable resource and can assist the University in its mission of teaching, research, public service, and health care. To reduce volunteer risk and protect the interests of the University, protocols have been established for the engagement of volunteers that clarify the nature of the working relationship and articulate when and how volunteers are authorized to perform activities on behalf of the University.

The Virginia Public Procurement Act and subsequent Management Agreements require that purchases be handled in a manner which adheres to the integrity of the procurement process. The main factors determining how a procurement is handled are the anticipated dollar amount of the purchase, the type of good or service being sought, and the timeframe in which a particular item or service must be obtained.

Direct deposit benefits both the employee and the University. Benefits to the employee include:

• No lost or stolen checks;
• No unclaimed or un-cashed checks;
• Elimination of long payroll and banking lines and wasted time cashing checks; and
• Assurance that payments will be automatically deposited while on vacation, sick leave or out of town.

Benefits to the University include:

The conduct of certain University research, teaching, service, and patient care activities is subject to control under Federal export control or sanction regulations. Controls may be applicable due to the use or generation of controlled technology or the conduct of controlled activities which may occur inside or outside the U.S.

This policy serves two purposes: 1) a formal expression of the University’s commitment to compliance with U.S. export control and sanction requirements; and 2) describes the general framework the University has established to support that commitment.

Provides guidelines, based on the Internal Revenue Code, and IRS regulations and directives, for determining whether a student’s service in the employ of the University qualifies for an exemption from FICA taxes imposed on wages. This policy is intended to inform University employees and others about relevant tax issues; it does not constitute legal or tax advice. The University Office of Payroll Services is prohibited from giving University employees legal or tax advice.

The University has established requirements for approval of academic program agreements to (1) provide adequate lead time to process agreements; (2) ensure that agreements advance the mission and priorities of the University; (3) secure approval from the appropriate academic oversight office and, where appropriate, confirm that all other required approvals have been obtained; and (4) secure approval from an authorized signatory of the University.

Capital projects may result in the loss of existing parking and/or may generate new parking demands.

The University Travel and Expense Card (T&E card) provides a means for authorized individuals to make official purchases of goods and services and travel. This policy establishes the standards for the proper use of the University Travel and Expense Card to minimize unnecessary expenses and reduce misuse of the card.

The University has set forth requirements for establishing, managing, and closing University petty cash funds and to provide for effective oversight and control over petty cash funds.

Requirements for making outgoing electronic funds transfers (EFTs) for the University have been established in order to protect against cyber fraud and to reduce the risk of loss. This policy is intended for employees who enter EFT transactions into a banking system but excludes batch ACH files transmitted to the bank using a system-to-system direct interface and EFTs initiated by an external party.

These requirements (a) contribute to the safe operation and management of University vehicles to protect the general public and the assets of the University; and (b) assist the University in complying with the State’s vehicle regulations in order to prevent denial of liability coverage.

Investment guidelines have been established for the University to issue Real Estate Loans to the University of Virginia Foundation in order to achieve a level of independent financial strength for the Foundation to pursue its objectives in serving the University.

To promote safety in response to the serious safety concerns brought to light by the National Highway Traffic Safety Administration’s Research Note of April 2001 entitled, “The Rollover Propensity of Fifteen-Passenger Vans” and the Commonwealth of Virginia, Division of Risk Management’s advisory of 7/20/01.

The University desires to establish a liquidity management policy that documents its liquidity management practices.

This policy establishes the University’s standards on financial reporting and defines the responsibilities of University, Medical Center, and College at Wise personnel related to accounting standards. To provide our external constituents with reliable and accurate financial statements, the University must follow generally accepted accounting principles (GAAP) and comply with related federal, state, and local regulations.

The University of Virginia is committed to recruiting and retaining high quality personnel by providing competitive benefits and compensation. In some instances, this may include providing equitable moving and relocation assistance to cover personal moving, relocation, and employment expenses. Additionally, the policy assists the University in complying with applicable Internal Revenue Service regulations regarding the tax treatment of moving and relocation expenses provided on behalf of employees.

The University is committed to complying with federal, state and local tax regulations; this policy identifies the University Units responsible for tax compliance and delineates their scope of responsibility.

The University is committed to: (1) enhancing successful business relationships between small, minority-owned, women-owned, and otherwise disadvantaged business enterprises (S/M/W/DBEs) and through the implementation of programs that will require a consistent and high level of participation from all University schools and departments; and (2) actively seeking goods and services from small, minority-owned, and women-owned businesses in support of the Commonwealth’s small, minority-owned, and women-owned (SWaM) program.

To formalize the practices of the University’s Debt Management Program.

This policy sets forth the authority to sign a contract with outside persons and entities on behalf of the University of Virginia as delegated by the Board of Visitors.