Local Agency and Student Services Accounts

1. Local Agency and Student Services Accounts

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

3. How to establish a local Agency 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

4. How to make purchases • Choose the appropriate purchase order • Purchase Order Identifiers: • AF (Agency Funds) • SF (Student Fee Funds) • If merchandise cannot be purchased with a purchase order, contact Student Affairs for assistance

5. Instructions for completing Agency or Student Services Purchase Order • Fill Out Purchase Order Completely • Obtain the Appropriate Signatures • Attach 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.

8. Guidelines for Local Agency & Student Services Accounts • With 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

9. Guidelines for Local Agency & Student Services Accounts • Request 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 arestrongly discouraged.

10. 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

11. Gifts, Prizes & Awards • Gift 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

12. 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