Resources

The Office of the Treasurer is the steward of the University’s financial resources, practicing sound financial management in support of academic, scientific and faculty excellence. Reporting directly to the Vice President for Finance, the Treasurer’s office ensures the sustainability of the University’s mission and goals by:

Mission and Vision

We focus on forging strong relationships, managing capital, and mitigating risk with the goal of enabling the University’s aspirations, minimizing financial distraction, and providing peace of mind to our customers.

Values

• Trust - Show

Protecting the University against financial loss from property and liability risk exposures through the implementation of various risk management techniques.

Services

• Risk Financing - Maintain numerous insurance and self-insurance programs to protect the University and the University community against property and liability losses on Grounds and worldwide
• Claims Management - Manage all property and liability claims that occur on University Grounds or arise from University operations worldwide—includes subrogation against third parties causing damage to University property
• Loss

Treasury manages the University bank accounts, funds them, and invests any excess balances daily to optimize return on operating cash. Treasury also maintains adequate access to cash in order to meet forecasted liquidity needs.

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.
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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 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

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

University vehicles are for transportation in the most effective, efficient and safest way possible for University employees in the performance of their duties.

A University vehicle is defined as a licensed motorized device for land transportation owned, leased or rented by the University, State or any State agency.

The University has policies and procedures regarding drivers and University vehicles. It is the responsibility of each department to assure compliance with these. Please refer to the sections below for specific information.

Vehicle Use Policy

Use and Management of University

Conflicting responsibilities are those that cannot be assigned to someone where specific other responsibilities are already assigned. Click on the responsibility below to see what other responsibilities it conflicts with. 

AP Administrator

Conflicts with: 

• PO Buyer
• PO Buyer Manager
• PO Purchaser
• PO Requestor
• PO Shopper*

*Exceptions for AP Administrator and AP Vendor File/1099 Coordinator.  These two AP responsibilities must have PO Shopper, with no approval limits, in order to synch vendors from the Integrated System to Sciquest and to correct PO delivery methods in Sciquest.  

Non-conventional vehicles are defined as any motorized vehicle, gas or electric powered that is used to transport people, equipment or other goods.  Some examples are but not limited to:  golf carts, ATVs, UTVs, riding mowers/tractors, 4-wheelers, off-road vehicles, Gators etc.

These vehicles should be operated in accordance with the manufacturer’s specifications as well as in compliance with the laws governing their use on roadways:*

Code of Virginia, Title 46.2 Motor Vehicles, Chapter 8, Regulation of Traffic

§46.2-915.1 All-terrain vehicles and off-road motorcycles; penalty http:/

The following are videos with helpful tips, tricks, and shortcuts to help you save time and effort, and reduce mistakes when working in the Integrated System.

• Setting iProcurement Preferences

Purchasing Users: Learn how to set or change preferences for information such as delivery location codes and PTAEOs.

• Tracking Packing Slips / Receiving Through the Delivery Location Code

Purchasing Users:  Learn how to easily find Delivery Location Codes for your department to track receiving for goods and services.

• Who has my Requisition?

Purchasing Users:  Some requisitions need approval from buyers

WHAT IS LABOR DISTRIBUTION?

Labor Distribution is the process by which charging instructions are entered into Oracle for payments for academic personnel, ensuring that payroll earnings are distributed to the correct PTAEO.  

• This process does not determine whether or how much an employee will be paid.  The pay type and frequency of pay is determined by the supervisor and entered into Workday.  
• This process is not used for Medical Center or University Physicians Group (UPG), whether or not they are charging ACD fund sources. This process, known as a costing allocation, is handled in

The University's code of ethics clearly expresses our institutional commitment to integrity and ethical values. This commitment is further communicated through the establishment of policies that clearly convey expectations and through the deployment of procedures detailing how to put those policies into action. Individual understanding, commitment, and adherence to the code of ethics, compliance with policies, and adherence to procedures are foundational to internal control.

The annual completion of the Internal Controls Questionnaire (ICQ) by unit leaders responsible for stewardship of

The Foreign Corrupt Practices Act (FCPA), 15 USC 78dd-1, et seq., was originally enacted in 1977. There are two components of the FCPA.  The first requires that entities whose securities are listed in the U.S. meet the act's accounting provisions. The second contains anti-bribery provisions with broad applicability, including to public and private institutions of higher education.  Specifically, the anti-bribery provisions of the FCPA prohibit the willful use of the mails or any means of instrumentality of interstate commerce corruptly in furtherance of any offer, payment, promise to pay, or