Payment, Reimbursement for Expenses, and Purchasing Policies and Procedures

The University rules and procedures for receiving payment, the reimbursement for expenses, and purchasing are complex. The following contains a summary of the relevant sections only. The complete information may be found on the Procurement website.

Payment Guidelines for Services and Goods

Per-Service Payment to Part-time and Adjunct Faculty

Payment for extra services provided by part-time and adjunct faculty requires budgetary approval. A completed Invoice for Per-Service Payments Form must be submitted prior to services rendered by our own faculty, such as sitting on juries, in-class performances, serving as main advisor on DMP committees, and additional coaching. For such payments, fringe benefit rates apply.

Outside Guest Performance

Departmental budgetary approval is required for guest artists, speakers, lecturers, and accompanists prior to rendering services.

US citizens or permanent U.S. residents must register as vendors in the UVA system (https://www.procurement.virginia.edu/pagevendorregistrationform).

A completed Invoice for Per-Service Payments form must be submitted prior to services being rendered. Faculty overseeing the guest’s visit must communicate to the Department Finance and Administration Manager at least 2 weeks prior to the date of service if a check is expected to be delivered at the time of service.

**Important: If a contract for an outside guest is required, DO NOT sign it! Only Procurement Services is authorized to sign any contracts on behalf of the university. The Director of Music Performance, Director of Music Production, and Department Finance and Administration Manager will review the contract. If changes or edits are needed, the contract will be sent back to the artist’s management or the artist for initials or revisions. Only then will the contract be sent to Procurement Services for final review and signature. After signature, a purchase order will be processed by the department and an invoice will be required for payment.

Note: If the outside guest is a foreign national without permanent U.S. residency, we must first determine what type of visa the individual holds. We cannot pay individuals on certain types of visas (for example O and H1b visas). If necessary, we may have to apply for a visa, which in most cases will be a P3 visa for “culturally unique” artists. This is a lengthy and expensive process overseen by the Director of Music Performance in consultation with the Chair. The process takes at least six months and involves Human Resources and the International Studies Office.

Once we have established that the guest has the proper visa and that we are allowed to pay him or her, the event may be carried out. Payment will not, however, be available at the time of service. The guest must register in the UVA system https://www.procurement.virginia.edu/pagevendorregistrationform

Outside Guest Services

• Services are paid by purchase order or UVA payroll only
• Purchase order must be created prior to services rendered
• Services are never handled by reimbursement.
• Individuals must be set up in payroll prior to services being rendered (see Payment Guidelines and Purchasing Guidelines).

Payment of Honoraria to Outside Guests

**Department budgetary approval is required.**

An honorarium is a token of appreciation (usually less than $2,000) paid to an individual for services performed in lieu of “payment.” The arrangement between the individual and the University is informal, and does not involve a contract or invoicing.

For U.S. citizens and permanent residents, the Approval for Honorarium form must be submitted. For foreign nationals, additional documentation is required.

Also important: We must withhold 30% taxes from the honorarium payment for individuals without a social security number or Individual Taxpayer Identification Number (ITIN). This means either they receive 30% less than the agreed amount, or we must budget 30% more for the honorarium than they’re actually going to receive (e.g. if we agreed to pay them $1,000, we have to budget 1000/.70 =$1428.57 for the honorarium).

Payment to Vendors for Goods and Services other than Performances and Lectures

This includes services such as repairs and tunings. Estimates for repairs, other service work, and cost of goods must be obtained prior to requesting a purchase order. Department budgetary approval is required prior to service or ordering of goods.

Payment must be done on a purchase order. The purchase order must be created by the Department prior to the services being rendered or the goods being ordered.

Payment Process for Lessons

• Students register and pay for lessons through SIS. Any student payment questions should be directed to Student Financial Services (http://www.virginia.edu/financialaid/).
• Non-student community members register and pay for lessons through the School of Continuing and Professional Studies (http://www.scps.virginia.edu/)
• Faculty are paid for lessons through the Department via payroll in 2 payments each semester
• Students receiving scholarships are awarded the funds through SIS. Scholarships are processed through the department

Reimbursement Procedures (Non-Travel)

Goods

• Submit Reimbursement Request Form to your Chrome River delegate. Make sure to include all itemized receipts, explanations for purchases, and PTAO information.
• Once your delegate has entered the report into CR, you will receive notification to approve in lieu of signature.
• After all approvals have been obtained, procurement will process the reimbursement and you should receive the reimbursement as direct deposit to your bank account.
• Must be pre-approved by the department

Business Meals (Non-Travel)

• To be reimbursed, a Business Meal Certification Form must be completed and submitted to your Chrome River delegate within 15 days of the meal with appropriate signatures along with all original itemized receipts. For groups of 10 or less, ALL attendees must be listed on the form.
• Once your delegate has entered the report into CR, you will receive notification to approve in lieu of signature.
• University funds cannot be used to pay for business meals for spouses and family members, unless there is a provided Bona Fide business purpose. If appropriate, spouses and family members may attend official business meals, but expenses must be paid out of pocket.
• There are restrictions on the reimbursement of alcohol during meals. See document Guidance on Alcohol Use and Reimbursement Policies and Procedures

Receptions

• Must be pre-approved by the department. Usually, they are a budget line for an event such as a concert, residency, or lecture.
• Department receptions are arranged by the Administrative Assistant in consultation with the person in charge of the budget.
• State per diem limits apply. (To determine specific per diem rates, use the following resource: (http://www.procurement.virginia.edu/pageconus)
• To be reimbursed, a Social Event Form must be completed and submitted, along with all original itemized receipts, within 30 days of when the expense was incurred
• There are restrictions on the reimbursement of alcohol during receptions, please reference the document Guidance on Alcohol Use and Reimbursement Policies and Procedures.

Bottled Water

Under the Governor’s Executive Order 82 (http://www.lva.virginia.gov/public/EO/eo82(2009).pdf), the University does not allow reimbursement for individual bottles of water.

Reimbursement Guidelines for Travel

**Reimbursement requests must be submitted within 15 days after an expense is incurred**

Travel Funds

UVA Employees

Depending on the availability of funds, the Department may be able to provide limited travel funding for part-time salaried faculty. The Department does not ordinarily offer travel funding to adjunct faculty. Funding is not guaranteed, and approval is on a case by case basis. You must purchase and arrange your own travel and will be reimbursed upon completion of your trip (pending budgetary approval from the department). Travel must be for professional purposes, and all travel reimbursement policies and procedures apply.

Non-UVA Employees

Guests who travel to UVA must also purchase and arrange their own travel and will be reimbursed upon completion of their travel home. Guests who are foreign nationals must supply additional documentation in order to be reimbursed (http://www.procurement.virginia.edu/forms/HonorariaApproval.doc) and all travel reimbursement policies and procedures apply.

Travel Reimbursement Procedure

**Travel reimbursement requests must be submitted to the Department within 15 days of completion of a trip!**

The document Reimbursement Guidelines covers the many details involved in a request for travel reimbursement. These include:

• Lodging and meals (per diem rates and/or by itemized receipts). See document Guidance on Alcohol Use and Reimbursement Policies and Procedures for rules on alcohol during meals
• Air travel, bus and train (you must keep a photo your boarding passes and ticket stubs!)
• Car travel (rental, personal vehicle)

Before Traveling, you will need to get pre-approval from the Department.

After Traveling, UVA employees should:

• Submit a Reimbursement Request Form, along with original documents and receipts (taxi, car service, tolls, parking, lodging meals, etc.) to your Chrome River delegate.
• Once your ChromeRiver delegate has entered the request for reimbursement, you will receive notification to approve in lieu of a physical signature.
• Your reimbursement is forwarded on to procurement for processing once all approvals have been received.
• Your reimbursement will be direct deposited into your bank account

After Traveling, Non-UVA employees should:

• Ensure that you are registered as a vendor in the UVA system https://www.procurement.virginia.edu/pagevendorregistrationform
• Submit a Non-Employee Travel Reimbursement Request form
• Once approved and processed, you will receive payment according to the preferences you chose when registering as a vendor.

Purchasing Guidelines and Procedures

Purchasing Goods or Services (Services Defined as Repair, Maintenance, Sound, Musical Arrangements, etc.) from Vendors Outside the University

Before Goods are Ordered or Purchased and Services Rendered

• Departmental budgetary approval is required
• A purchase order must be created by the department
• The Vendor must register in the UVA system at the following link (https://www.procurement.virginia.edu/pagevendorregistrationform) (there is no fee to register in the UVA system)
• Note: new vendors should be encouraged to sign up for electronic payment
• Note: Do not sign any contracts! Only procurement services has the authority to sign contracts.
• Note: There are strict guidelines for competition in securing bids from vendors. Please consult the document Purchasing Guidelines for the details.
• Note: despite preference of a vendor, UVA will award business to the vendor with the lowest bid
• When requesting quotes from vendors, do it in writing and provide a deadline for response (email or fax is acceptable). You must allow at least 24 hours for a vendor to respond to a quote request. If a vendor does not respond to a quote, it still counts as a quote as long as you have the quote request in writing with a deadline provided
• When soliciting quotes, be sure to ask the vendor to include shipping/freight costs

Obtain Purchase Order

• In order to receive a PO, send the PO request to the Department Finance and Administration Manager with PTAO information
• Once a purchase order has been created and approved by the Department or procurement services, a Department staff member will send you the purchase order
• Depending upon how the vendor selected to receive the purchase order, you might have to send the purchase order directly to the vendor
• Only when you receive the purchase order can you begin to order goods or schedule service

Invoicing

• The vendor must send an invoice directly to Accounts Payable
• Accounts Payable’s address is on the purchase order
• Purchase order number must be on the invoice
• Vendors cannot fax invoices
• Vendors can email invoices only if they signed up to be paid electronically
• Vendors should not send the invoice to the department
• For further details, including terms of payment, tax exempt status, and eVA (the Commonwealth of Virginia’s eProcurement System), please consult the document Purchasing Guidelines.

Purchasing Goods or Services from Inside the University (Internal Service Providers)

Facilities Management

• All faculty members must report needs and issues to the front office. They will be addressed by office staff
• Similarly, when issues arise with OCH auditorium , all faculty members must report them to the Director of Music Production
• Facilities will bill a Department PTAO (series of numbers and letters unique to the department), and the billing and payment are handled internally through transfers
• Receipts should be placed in Department Finance and Administration Manager’s mail box

Mailing Services

• Mail delivery to the department office is a university service and subject to the same rules as other such services. Members of the department should not have personal mail or USPS packages sent to the department address. According to the university’s policy on mail, “Receipt of personal items delivered by Federal Express, United Parcel Service, etc., is acceptable as those packages are not handled or processed through University Mail Services.” However, given that such packages must be signed for and handled by department staff, such deliveries should be kept to an absolute minimum.
• The staff do not bear responsibility of any kind for personal items delivered to the office.
• The mail will be held at the Administrative Assistant’s desk until sorted.   Mail is put in boxes as quickly as possible, depending on the volume of traffic in the office, giving priority to actual mail; mass-circulation fliers and similar items may take longer.  If you are expecting mail and it has not appeared in your box, you are welcome to ask at the front office and someone will check to see if it has arrived.
• All outgoing mail must be for University official business and must have the department’s return address. Personal mail may not be charged to the Department account.
• Business-related mail will be charged to a Department PTAO. It should be given to the Administrative Assistant, who will attach a form with the correct PTAO to apply postage.
• Receipts should be placed in Department Finance and Administration Manager’s mail box
• Each faculty member has a personal mail box just inside the main door of the Music Office
• Mail issues are handled by the Administrative Assistant.
• The box for outgoing stamped mail is located on the bottom far right hand side of the faculty mail box cabinet, labeled “USPS Mail Drop-Off”.
• The box for interdepartmental mail is also located on the far right hand side of the faculty mail box cabinet, labeled “UVA Messenger Mail Drop-Off”.
• Mail is picked up and delivered once daily, usually later in the afternoon.

Copying

• Personal copies may not be charged to the department
• Larger business-related copy jobs can be sent to UVA’s Copy Center, a PTAO is required
• See the front office staff to borrow the office for help with the copier or assistance with sending jobs to the Copy Center
• Receipts should be placed in the Department Finance and Administration Manager’s mail box

Catering

• See the Administrative Assistant for UVA catering needs
• The department’s PTAO is charged for business-related catering needs, and billing and payment are handled internally through transfers
• Receipts should be placed in the Department Finance and Administration Manager’s mail box

The Garden Room

• The department’s PTAO is charged for business-related meals (such as hosting prospective grad students, prospective faculty, guest artists, guest lecturers, business meetings, etc.) at the Garden Room, and billing and payment are handled internally through transfers
• Do not use personal funds for business-related meals at the Garden Room!
• See the Chair’s Assistant and Academic Programs Coordinator for reservation needs
• See the Department Finance and Administration Manager for PTAO information
• Receipts should be placed in the Department Finance and Administration Manager’s mail box

Cavalier Computers

• The department’s PTAO is charged for business-related needs, and billing and payment are handled internally through transfers
• Do not use personal funds for business-related purchases at Cavalier Computers!
• See the Department Finance and Administration Manager for PTAO information
• Receipts should be placed in the Department Finance and Administration Manager’s mail box
• Service requests should not be sent to Cavalier Computers without departmental approval

UVA Bookstore

• For textbooks and desk copies, please go to the following link (http://uvabookstores.com/site_textbook_faculty.asp?mscssid=3CDFCAD61539403F992EAD32DCB27D3B)
  • Many publishers provide free desk copies for instructors, their TAs and graders.  Publishers prefer that instructors request their copies.
  • Any desk copies ordered by the University of Virginia Bookstore on behalf of instructors will be sent directly from the publisher to the instructor’s department.
  • In the event that the desk copy has not arrived in time for classes, one may be borrowed from the bookstore but must be returned by the end of the semester.  Instructors, TAs and graders must supply a PTAO when borrowing a desk copy from the UVA Bookstore.  One week after the end of the semester, the PTAOs will be billed for all outstanding books.  A reminder email will be sent to each department prior to the end of the semester.
  • If the department is billed for a desk copy, the instructor will be expected to reimburse the department.
  • If an instructor or TA wishes to keep the text, they may purchase it from the UVA Bookstore at a 10% discount.
  • The department’s PTAO is charged for business-related needs EXCEPT for textbooks and desk copies, and billing and payment are handled internally through transfers
• Do not use personal funds for business-related purchases at the UVA Bookstore!
• See Department Finance and Administration Manager for PTAO information
• Receipts should be placed in the Department Finance and Administration Manager’s mail box

OCH Fees

• Billing and payment is handled internally through PTAO transfers
• If an organization doesn’t have a PTAO (e.g., an outside organization), a check is required
• If paying with personal funds, a check is required
• Director of Music Production prepares the invoices

Guest Accommodations

• Budget must be approved by department
• Lodging is arranged by the Administrative Assistant, with the exception of home stays, which is arranged by the individual hosting the guest
• If a guest wants to stay extra days, they must arrange payment directly with the lodging establishment, not through the Department

Travel

• Guest should make their own travel arrangements and pay for their own travel expenses, and then submit receipts, boarding passes, etc., for reimbursement once travel is complete (see Payment / Reimbursement / Purchasing, as well as the Reimbursement Guidelines document for more information).
• By pre-arrangement, travel costs may be included in the guest’s fee instead of on a reimbursement basis

Ground Transportation

• The individual in charge should arrange for ground transportation for the guest
• If the guest is taking public transportation, car service, or taxi, they should pay out of pocket and then submit receipts for reimbursement (see the Reimbursement Guidelines document for more information)
• By pre-arrangement, ground transportation costs may be included in the guest’s fee instead of on a reimbursement basis

Guest’s Meals

• Meals are typically handled by reimbursement either to the guest directly or to the individual hosting the guest, with the exception of meals at the Garden Room.
• University alcohol guidelines and State per diem limits apply
• By pre-arrangement, the cost of guest’s meals may be included in the guest’s fee instead of on a reimbursement basis

Receptions

• Administrative Assistant can assist with arrangements
• Can be handled by reimbursement
• Can be handled by UVA Catering
• Can be processed by purchase order with an outside vendor (see Purchasing Guidelines)
• Alcohol guidelines apply
• State per diem limits might apply

Conflict of Interest Policy (http://www.virginia.edu/finance/polproc/pol/xva1.html)

• The Department cannot purchase goods from UVA employees
• UVA employees must not accept gifts from vendors unless it benefits the entire Department (this includes meals, gift certificates, goods, etc.)