Resources

University purchases from vendors located in Virginia
  • The University is a state agency and therefore is generally exempt from Virginia sales tax.
  • Primary exception: Food and lodging are generally taxable (see Bulletin 16-3).
  • Virginia vendors may request that University purchasers provide an exemption certificate before they agree to waive sales tax.
Is there required training?

Yes - The GL Specialist responsibility in the Integrated System is required to enter a GL Journal.  See Required Training in the UVA Remote Deposit User Guide for more information on the training that is required for that responsibility. 

When a supplier needs UVA's IRS W-9 information. Request for Taxpayer Identification Numbers
My Customer is Requesting the University's W-9 Form, where can I obtain one? When a supplier needs UVA's IRS W-9 Information
Virginia Sales and Tax Exemption Certificate.

The United States has tax treaties with several foreign countries. Under these treaties, residents (not necessarily citizens) of foreign countries are taxed at a reduced rate, or exempt specific income amounts of U.S.-sourced income and/or scholarship/fellowship payments from taxation.

The remote deposit system (RDS) with Bank of America allows departments to deposit checks from their office. The RDS system also allows departments to deposit expenditure credits directly to the bank using a different procedure than depositing non-expenditure credit checks. The requirements for recording expenditure credits in the Integrated System has not changed, so departments will deposit the checks(s) and the cashiering office will record the expenditure credits into the system.

Please use the attached COI form as indicated in the policy.

 

University faculty and staff are subject to a variety of conflict of interest laws, regulations, and requirements depending on their official duties for the University and external financial relationships.  This website provides general information, references, and resources to assist you in meeting your personal obligations to comply with conflict of interest requirements as they related to procurement activities; it is not intended as legal advice and should not be construed as such.  Any questions regarding interpretation and application of laws and regulations should be dire

This Quick Reference Guide (QRG) is designed to walk an Accountant through the steps to create a journal using bulk upload in Workday. This task uses a spreadsheet template that you will integrate into Workday to help if you have multiple journals to create at the same time. By the end of this QRG, you will be able to successfully create journal entries in bulk using the integration process in Workday.

For direct payment of honoraria attach completed form to Supplier Invoice Request in Workday.  Electronic signatures are accepted.

Payments to non-UVA employees for usual academic activities. Honoraria payments are generally taxed at 30% unless a tax treaty exemption applies. The Honoraria recipient cannot be in violation of the IRS 9-5-6 rule or be in a visa status that limits payments from other institutions.

All payments for research participants must adhere to the requirements of the Institutional Review Board (IRB)

 

Making Research Trial Participation Payments

All payments for research participation must follow this procedure:

Retail Sales and Use Tax Instructions For University of Virginia Departments and Units Engaged in Taxable Sales

This Quick Reference Guide (QRG) is designed to walk a Grant Manager through the process of viewing and completing an award task in Workday. As a Grant Manager, you will be able to view the alerts related to the Award Tasks and take necessary actions on the Award Tasks.

This Quick Reference Guide (QRG) is designed to walk a Grant Manager through the creation of a Budget Amendment. This process gives departments the ability to amend award budgets within a Grant. The Grant Manager initiating the budget amendment request will need to be assigned a Grant role. The Grant budget amendment will allow the Grant Manager to move budgets between object classes associated with spend categories, resulting in net zero budget change within the Grant.

This Quick Reference Guide (QRG) is designed to walk employees through the process of adding, deleting, and viewing tags and comments on transactions in Workday. The tag and comment functionalities allow users who are not deeply involved in a transaction or business process (i.e., approvers) to communicate and collaborate with those who are more involved.

This guide is intended to provide detailed transaction information on funds transfers occurring across the University of Virginia. As updates are made to the document, a new version is distributed showing an updated version date in the header.