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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 Plan. Personal 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

If a lower fare is found on another online source, submit the itinerary to CBT via your travel agent team or the online helpdesk within one (1) hour of the original booking. The lower rate must be available for booking on Concur or another US-based website at the time you contact CBT. The price guarantee is available only for exact itinerary matches -- same air carrier, class of service, identical fare rules and restrictions (including applicable refund, change, and cancellation policies), the exact same dates, flight numbers and times of travel for all legs of the trip. Click here for more

If a lower fare is found on another online source, submit the itinerary to CBT via your travel agent team or the online helpdesk within one (1) hour of the original booking. The lower rate must be available for booking on Concur or other US-based website at the time you contact CBT. The price guarantee is available only for exact itinerary matches -- same air carrier, class of service, identical fare rules and restrictions (including applicable refund, change and cancellation policies), the exact same dates, flight numbers and times of travel for all legs of the trip.  Click here for more

No such setting exists when you are entering in your departure airport, arrival airport, dates and times, but once you get to the results page/availability screen, you can use the matrix to view only nonstop flights by hovering over and clicking on 'Nonstop' and it will give you just the nonstop flight options.

There is no way to ask for a specific flight number so select the dates and timeframe and select the airline. Then search by schedule and narrow it down that way.

In the Mixed Flight/Train Search box, after selecting the city pairs and dates of travel, deselect the "flights w/ no double connections" box to see flights with double connections.

1. Book Online through TravelUVA

Travelers can book air, rail, hotel, ground transportation and car rentals online. There is NO FEE for booking travel online using the Concur tool supported by CBT and customized for UVA travelers.

All travelers will need to complete a traveler profile before the booking process begins. For help with this process please see Getting Started.

2. Book with a CBT Agent

Call 1-844-4UVA-CBT (1-844-488-2228), Monday - Friday from 8:00 a.m. – 9:00 p.m. EST to speak with a CBT agent or write to [email protected].

Travel agents are also available to

The traveler should bring the email itinerary or boarding pass on a smartphone with ticket number information and/or airline record locator. A printed copy of the emailed confirmation from CBT and/ or a boarding pass which can be obtained by doing online check-in usually up to 24 hours prior to flight departure on most airlines' websites will also be accepted. A valid government approved photo identification document such as a driver's license, passport and visa If required, etc. is also required.

Agent-made reservations do sync to Concur. They will appear under 'My Trips' and 'Upcoming Trips' on the landing page in Concur.

On the Home travel page, review the Upcoming Trips section. For more detailed information, click the appropriate trip name in the Trip Name/Description column.

A delegate/travel assistant is someone that has permission to book travel and update the profile on behalf of the traveler for whom they are a delegate/travel assistant. A traveler can add a user in their profile in TravelUVA/Concur to be their travel assistant. Assistants should always book travel for employees using their Concur profile. Please do not book employees as Guests.