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 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 are strongly 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 smc3a@uvawise.edu ◦ Natasha Papuckoski-Accounting 376-4675 nkh4s@uvawise.edu nkh4s@uvawise.edu ◦ Heather Wilson – Accounting 328-0309 hsw5c@uvawise.edu hsw5c@uvawise.edu