Any department or unit that accepts payment cards on an ongoing basis though the University vendors is issued a Merchant ID number (MID) by MC/Visa/Discover and American Express. These merchant account numbers identify you to the credit card companies and establish a contractual obligation to comply with all credit card rules and regulations Payment Card Services: FAQs, Procedures, & Forms Page | 7
Resources
Payment Card Processing – Swipe and Web specifics.
The process typically takes 2-3 weeks to obtain a merchant account once an application has been submitted. This does not include the time that the requestor may need for development of webpages, or if applications involve the use of non- standard University credit card payment methods (third-party vendors, for example).
- This procedure covers the steps a unit will follow in order to add a new EPAY process where the revenue will flow to the same PTAO or to the same clearing project as the existing account does and the description in Elavon will be the same for the new process.
- Example: The Elavon Description is UVA Physics Events
The orders in EPAY are:- UVA Physics Events – Jamison Clinic
- UVA Physics Events – Annual Meeting of PI’s
- Example: The Elavon Description is UVA Physics Events
- This procedure does not cover the steps a unit will follow if:
NewProcess_ExistMerchant.pdf447.3 KB
Contact the Payment Card Services to discuss the programs available and other considerations such as costs, accounting and security requirements. This information will assist the department’s understanding all of the ramifications of accepting credit cards directly, through EventBrite or another third-party provider.
We will then meet with the Program Coordinator, the department web developer if appropriate and your Fiscal staff to determine your needs.
The next step is to review the application procedure, complete an application, and submit it to Payment Card Services.
- Any agreement or contract to process or receive revenue from payment card activity by members of the University, University-related community or Medical Center requires prior approval. See policies at FIN-037: Governance and Compliance Requirements for Payment Card Activities for the University and Medical Center Policy 0335: Use of Payment Cards at the Medical Center.
- Any unit anticipating NEW revenue from any source, directly or indirectly, must have prior approval for new Revenue Generating Activity.
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 employees through the process of adding, deleting, and viewing tags and comments on transactions in Workday. The tag and comment functionalities allow users who have access to certain objects (i.e. requisitions) or are involved in a transaction or business process (i.e., approvers) to communicate and collaborate with others. The tagging functionality is available in the Activity Stream.
To effectively control and account for: 1) the permanent transfer of equipment assets to UVA, or 2) the permanent transfer of UVA equipment assets to another institution.
F&A Distribution by Project for FY22, in Excel spreadsheet format (.xls or .xlsx).
These procedures apply to University departments, divisions or schools who extend credit for goods or services to students, faculty, staff and other customers, or that handle collections of accounts receivable including student receivables managed by Student Financial Services (SFS).
These procedures do not cover accounts receivable managed by the Office of Sponsored Programs (OSP) or gift pledge receivables which are managed through University Advancement.
Credit-Collection_Procs.pdf379.89 KB
Financial Reporting & Operations (FR&O) is responsible for maintenance and administration of this procedure. FR&O, in
conjunction with Facilities Management (FM) Finance, is responsible for ensuring that this procedure is followed whenever
capitalized projects are created and/or funded.
Create_Cap-Asset-Proj.pdf406.5 KB
This Visiting Student Scholar Agreement (“Agreement”) is made by and between The Rector and Visitors of the University of Virginia for the University of Virginia School of _________ (“UVA”) and ________________________ (“School”) (each hereinafter an “Institution”).
Visiting-Student-Scholar.docx28.29 KB
Template for generating a UVA invoice for goods & services.
InvoiceTemplate_Sample.docx36.62 KB
SESAC Performance License for Colleges and Universities. Access to this form requires Netbadge
General Agreement for Academic Cooperation and Exchange (“Agreement”) to foster international cooperation in education and research.
General-Collaboration.docx24.22 KB
This form should not be used for deposits to expense codes. Deposits from University-affiliated organizations must be processed as gifts.
Deposit-Receipt_Form.pdf775.7 KB
American Society of Composers, Authors, & Publishers licensing agreement with the University.
To effectively control and account for: 1) the permanent transfer of equipment assets to UVA, or 2) the permanent transfer of UVA equipment assets to another institution. The procedure ensures UVA’s financial statements and Fixed Assets Sub-ledger properly reflect all such activity.