Resources

Is there required training?

Yes - The GL Specialist responsibility in the Integrated System is required to enter a GL Journal.  See Required Training in the UVA Remote Deposit User Guide for more information on the training that is required for that responsibility. 

Can I scan gift or foundation checks?

NO! Gift and Foundation checks must be messenger-mailed or taken to the appropriate office.  Transfer checks from Foundations need to be sent or delivered to Gift Accounting in the Office of University Advancement.  Gift checks need to be sent or delivered to Gift Processing

What is a Budget Balance Available (BBA) Report?

A calculation of the budgeted amount minus expenditures and commitments/encumbrances. Note that this will be based on either a project to date or year to date budget, and does not refer to the amount of cash on hand. 

Can I view a BBA report in Recon@UVA?

Budget Balance Available (BBA) Reports are accessed from the Summary Screen by clicking the printer icon under the associated "Actions" for the Project-Award combination:

Recon@ Printer Icon
Are BBA reports only available in Recon@UVA?

No, this information can also be

Why is reconciling labor important?

Labor expenditures make up greater than 60% of the University’s total expenses each fiscal year.  Therefore the careful review of labor expenses as part of the monthly reconciliation process is critical to sound financial stewardship and is part of our system of internal controls.  A manager’s timely review and approval of any compensation action, including timesheets, is a key control on labor expenses; however, that does not negate the importance of monthly reconciliation to ensure that labor expenses are appropriately allocated.  In addition, monthly

The University has liability insurance protection to cover damages caused by, or in some cases to, leased vehicles used for official University business. This liability protection is provided to University employees or authorized agents (e.g. students, volunteers) through the Commonwealth of Virginia's Division of Risk Management for third party damages other than to leased vehicles. Damage to leased vehicles will be covered through a combination of self-insurance and a contracted vendor's Collision Damage Waiver. The department having responsibility for the vehicle must pay the first $1,000

Throughout the year there are many people who will serve as volunteers to help assist the University in its academic, research, healthcare and public service missions.

Every volunteer must be approved and authorized by a Sponsoring Manager (Faculty, Staff or Administration member). The Sponsoring Manager is responsible for all documentation, supervision and training of the Volunteer.

One of our goals in utilizing volunteers is to protect the volunteers from injury or illness while serving the University. It is important to realize that volunteers are not employees of the University, and

 In an effort to help expedite the property claim process, it is recommended that departments maintain a current inventory of University owned property i.e. furniture, electronics, office equipment, supplies, research materials etc. There is no need to record bulk items or items valued under $100, i.e. misc. office supplies, pens, copy paper, paper clips etc.

The inventory should include: a description of each item, which lists the manufacturer, model and serial #, purchase date, purchase cost, receipt, and asset tag number if applicable. Photos of specialized items would also be beneficial

A Major Accident/Incident is one in which total damages may exceed $5,000 or any incident wherein bodily injury occurs.

If a Major Accident/Incident occurs, please take the additional following steps:

  1. Immediately take the driver to Work Med or the UVa Emergency Room for a post-accident alcohol and drug screening.
  2. Immediately suspend the driver's vehicle operating privileges pending review.
  3. Remove the vehicle from service pending review and inspection.
  4. Contact Risk Management to review the accident, discuss the driver's eligibility to drive and determine the status of the vehicle's

Time and Place of Accident:

Date, time, and specific address of accident.

About Your Auto:

Make, Year, Model, VIN of vehicle, License Plate #, Name of driver, driver’s home address, Driver’s phone number and hire date. Dept, Supervisor’s name, Sup. Phone number, Driver’s license in effect? Driver's title, Where were you going when accident happened? Where were you coming from? Business or Pleasure? Who gave permission - Supervisor’s name, & title, purpose of use, description of all damages to vehicle, detailed. Where is the vehicle now (repair shop, parking lot?) Estimated cost of

  • The department having responsibility for the vehicle must pay the first $1,000 of loss for each claim.
  • If possible, never drop off a rental car after hours. If you must and have the equipment, take 4 pictures (one of each side). The University frequently receives claims for thousands of dollars 2-3 months after rentals are returned.
  • When overseas, DO purchase the extra insurance (Collision Damage Waiver) on an auto rental.
  • The University has an agreement with Enterprise in which the daily rates for US rentals include the Collision Damage Waiver which covers any damage to the vehicle.
  • N

Campers Accidental Coverage provides coverage to participants of a University organized camp. Under this coverage, all registered campers are automatically covered while they participate in a university sponsored and supervised educational day and overnight camp activities. University departments hosting a camp session can contact the Office of Property & Liability Risk Management to coordinate coverage for the camp’s activities.

Benefits for the hosting University Department

  • Limits exposure for potential loss
  • Premium amount is based on the number of campers per number of camp days.

The Commonwealth Accounting Policies and Procedures (CAPP) Manual documents the policies and procedures associated with teh Commonwealth's centralized accounting and financial systems. Topic No. 10305 Internal Control provides guidelines to assist state agencies and institutions in implementing internal control programs under the authority of Code of Virginia §§ 2.2-800 and 2.2-803 and identifies the Agency Risk Management and Internal Controls Standards (ARMICS) as the definitive source for internal control in the Commonwealth.

Does UVA have to follow the CAPP Manual?

The Restructured

The Oracle Labor Distribution (LD) process is not used for Medical Center (MC) or University Physicians Group (UPG), whether or not they are posting to ACD fund sources. This process, known as a Costing Allocation, is handled in Workday by the employee's Manager (or their Delegate).

  • Check out this Costing Allocation presentation to learn more about Workday costing allocation and how UPG and MC employee labor and fringe costs are applied to ACD fund sources.
Costing Allocation Viewer Access

In order to enhance Academic Division employee visibility into Medical Center and/or UPG Costing

The University Accident Review Committee evaluates each accident in which a University-owned vehicle is involved and some accidents in which a rented or motorized-utility vehicle is involved. After thoroughly reviewing all of the material concerning each accident, the review committee determines whether the accident was Preventable, Not-Preventable, or an Incident, based upon the definitions of the criteria provided by the Department of State Police. After an accident is evaluated and classified by the committee, it is forwarded to the appropriate Vice President or designee of the employee

Certificate of Insurance and Proof of Coverage Requests

Departments engaged in activities involving outside parties may receive requests for the University's certificate of insurance or proof of coverage from these outside parties. The following will provide departments helpful information in managing these requests and instructions on how to request the certificate.

Assistance in acquiring proof of medical malpractice coverage for individuals employed by the University (not Medical Center) may also be requested using the same form listed below, or by sending the request received to

What do I do if I have a vehicle accident in a State owned or rented vehicle while on University business?

While at the scene of the accident:

  • Take all necessary precautions to prevent further accidents.
  • Do not leave the scene. Ask a passing motorist or some other person to contact the University Police at 911 if on Grounds, the State Police at 1-800-552-0962 direct or through 911 if off Grounds in a University vehicle, or the local or State Police at 911 if off Grounds in a rental vehicle.
  • Do not make a statement of any kind to anyone other than your employer, an enforcement

This memo is to alert you to a potential problem with gifting items to the University from its various Foundations.

Gifts of property that have been received by a school from its related foundation must be documented, as outlined in the policy noted in the next paragraph.   If there is no documentation of ownership by the University, then if a loss of that gifted property occurs the claim cannot be honored.  It is the responsibility of the department suffering the loss to provide evidence that the property belongs to the University in order to receive insurance compensation for the loss.

In most cases, fine arts or other items loaned to and taken into the care, custody and control of the University departments can be provided with coverage through the University's Property Insurance PlanPersonal items belonging to others that are at the University, but where there is no written documentation of being on loan and in the care, custody, or control of the University, are not covered under the University's Property coverage.

For unusual loans, or loans of high value, it is recommended that you contact PLRM at [email protected] or (434) 924-3055 early in the planning process

Contracts, agreements, and procurement provisions are reviewed by the Property & Liability Risk Management staff in an effort to protect the University from potential financial losses in its interactions with outside organizations. To do this, the following issues are reviewed:

  • Documents are reviewed to determine whether the appropriate insurance provisions are incorporated to insure that an outside organization maintains reasonable insurance protection with regard to general liability, automobile liability and workers compensation. Likewise, when applicable, other insurance coverage is

Academic field trips enhance the learning experience for students and provide other valuable educational benefits. They also involve the potential for increased risk to participants and the University. The advice contained herein is designed to assist academic departments in managing and minimizing this potential increase in risk.

Roles and responsibilities

The itinerary and all aspects of the field trip should be planned in advance by the department, including identifying and addressing potential safety risks. The itinerary should be communicated to the participants, and it should

Auto Incident/Accident Claim

How to Report an Auto Incident/Accident Claim

(State Owned, Rented or Leased Vehicles)

Automobile accidents should be reported directly and immediately to:

  • University of Virginia Property & Liability Risk Management, 434-924-3055
    and one of the following:
  • University Police, 434-924-7166
    (if the accident occurred on Grounds)
  • or
  • Virginia State Police
    (if the accident occurred off Grounds, but in Virginia)
  • or
  • Appropriate local or state police
    (if the accident occurred out of state)

An Automobile Loss Notice must be completed and sent to