Laws, Policies & Procedures

Law

Rules Governing Procurement of Goods, Services, Insurance, and Construction by a Public Institution of Higher Education of the Commonwealth of Virginia Governed by Subchapter 2 of the Restructured Higher Education Financial and Administrative Operations Act, Chapter 4.10 (§ 23-38.88 et seq.) of Title 23 of the Code of Virginia.

Virginia Public Procurement Act is the enacted legislation that the University follows for the procurement of professional A/E services and construction services.

Executive Order 35 is a directive from the Governor requiring Commonwealth of Virginia executive branch agencies and institutions of higher education that have statutory authority over procurement to implement initiatives for enhanced and expanded processes to continue the advancement of equity and inclusion related to small business contracting opportunities.

Executive Order 77 (Virginia Leading by Example to Reduce Plastic Pollution and Solid Waste) was issued in March 2021 by the Governor. The Executive Order requires state agencies and institutions to (i) cease buying, selling and distributing disposable plastic bags, single-use plastic and polystyrene food service containers, plastic straws and cutlery, and single-use plastic water bottles and (ii) develop a long-term Plastic Pollution Reduction and Waste Diversion Plan.

University Code of Ethics: University Policy 1002 establishes the University's Code of Ethics which strives to demonstrate the University's commitment to ethics and adherence to all applicable laws, regulations and University policies.

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Accounts Payable

Payments/Prepayments

6-085 - Department Receiving Report Procedure (revised April, 2020)
6-800 - Proper Invoice - Data Elements and Format (revised April, 2020)
6-813 - Procedure for Processing Prepayments (revised August, 2019)
6-820 - Departmental Change Fund Policy and Procedures (revised April, 2020)

Petty Cash

6-810 - Petty Cash and Small Business Expense Procedures (revised April, 2020)
6-811 - Departmental Petty Cash Fund Policy and Procedures (revised April, 2020)
6-812 - Reconciling and Reimbursing a Departmental Petty Cash Fund (revised April, 2018)

Travel

6-700 - General Travel and Travel Planning Information (revised April, 2018)
6-701 - Travel Terms and Definitions (revised April, 2018)
6-702 - Traveler's Checklist for Overnight Travel (revised April, 2018)
6-703 - Travel Expenditure Sub-Object Codes (revised April, 2018)
6-704 - Common Travel Reimbursement Errors (revised April, 2018)
6-705 - Lodging/Accommodation Guidelines (revised July, 2022)
6-706 - M&IE Per Diem and Lodging Guidelines (revised April, 2020)
6-707 - Exceptions to the Meals and Lodging Guidelines (revised July, 2022)
6-708 - Reimbursable Meal Limits (revised April, 2020)
6-709 - Meals (overnight) (revised April, 2018)
6-710 - Meals (non-travel related) (revised April, 2018)
6-711 - Conference - Registration Fees (revised April, 2018)
6-712 - Use of Personal Vehicles (revised July, 2022)
6-713 - Use of Rental Vehicles (revised January, 2021)
6-714 - Travel Outside the United States (revised April, 2018)
6-715 - Other/Miscellaneous Expenses (revised April, 2018)
6-716 - Non-Reimbursable Expenses (revised April, 2018)
6-717 - Travel Credits (revised April, 2018)
6-718 - Travel Advances - Employees (revised April, 2020)
6-719 - Travel Advances - Students (revised April, 2020)
6-720 - Travel Vouchers - General Information (revised April, 2018)
6-721 - Travel Vouchers - Completing Travel Reimbursements (revised April, 2020)
6-722 - Travel Vouchers - Submitting Travel Reimbursements (revised April, 2021)
6-725 - Travel - Public Carriers (revised April, 2019)
6-730 - Corporate Travel Card (revised April, 2021)
6-735 - Completing Non-Employee Travel Reimbursements (effective March, 2020)
6-775 - Meals - Student Academic & Student Club Functions (revised April, 2020)

Accounts Receivable/Cashiering

4-531 - USTORE/UPAY Deposits and Adjustments (revised March, 2021)
4-901 - Requesting Departmental Billing (revised April, 2019)
4-902 - Departmental Guide for Receipting and Transmitting Funds (revised August, 2023)

General Accounting

3-800 - Fixed Asset Management (revised May, 2023)
3-901 - Post Grant Award (revised February, 2018)