Local Agency and Student Services Accounts

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Local Agency and Student Services Accounts
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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.

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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 Comptrollers
  Office.
• http//www.uvawise.edu/financial
  administration/forms.html

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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

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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.

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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

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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.

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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

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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

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Questions

• For additional help please contact
• Shirley Calton - Accounts Payable 328-0111
  smc3a_at_uvawise.edu
• Natasha Papuckoski-Accounting 376-4675
  nkh4s_at_uvawise.edu
• Heather Wilson Accounting 328-0309
  hsw5c_at_uvawise.edu