Financial Administration
Accounting Services
- Auxiliary Services. All special report requests should be sent to Kristy Robertson.
- Financial Reports. For assistance with reports generated through Workday, Kristy Robertson.
- Gift Accounting. For Gift Accounting questions contact Leslie Compton.
- Grant Accounting. Contacting grants@uvawise.edu should be the first step in the application process to notify the department of your intent to submit a proposal so they may assist you with any items or questions you may have. Accounting Services must receive the proposal for review before it is submitted to the sponsor. Upon receipt of any award documentation the Principal Investigator might receive, that information must be forwarded to Accounting Services promptly.
- Local Accounting. Duties to maintain the local accounts include posting receipts, processing student refunds, or processing agency requests, fund transfers, and account reconciliations. Contact Sarah Parsons to report any discrepancies with Local Agency account balances.
- Agency Funds. To request an Agency check, you must submit a local agency purchase order to Accounts Payable with all appropriate signatures and supporting documentation. Local Agency purchase orders are processed every Thursday for payment.
Accounts Payable
Accounts Payable ensures the sound financial management of all non-payroll expenditures. Additionally Accounts Payable must ensure compliance with College and University policy as well as state and federal law. Accounts Payable must enter invoices from vendors and review department documentation. Types of payments processed are payment vouchers, vendor invoices, travel reimbursements and petty cash reimbursements. Accounts Payable manages 1099 reporting and IRS compliance for vendors.
- For more information or any questions, contact Accounts Payable.
Cashier’s Office
Financial Reporting
It is required by the University that all University accounts be reconciled no later than 30 calendar days after the end of month. This is completed in Workday with Account Certifications. The Quick Reference Guide for Preparing or Approving Account Certifications can be found here Account Certification QRG.
- Gift Reporting: Financial Reporting provides financial information for all endowments, quasi-endowments, gifts, and professorships. Working in conjunction with the Office of Development, Financial Reporting ensures that all expenditures and receipts are administered by the criteria set forth by the donor. For more information, contact Leslie Compton.
- Agency Funds Accounts Reporting: Reports and balances for these types of accounts are distributed by Financial Reporting monthly. Reports for these type accounts are distributed upon completion of bank reconciliations. These reports are typically sent out on a monthly basis. If you have any questions, contact Sarah Parsons.
- Specialized Reporting: If you have a need for any specialized reports that would be of assistance in aiding you to better manage your projects, or accounts, contact the Financial Reporting area. Financial Reporting will work with you to develop and tailor reports that best meet your particular needs.
Property Accounting
The Property Accounting Department of Financial Services is responsible for maintaining an accurate record of all inventoriable equipment in the possession of the College.
Frequently Asked Questions
What is “capital” equipment?
Capital equipment is equipment purchased by the College that has a unit cost of $5,000 or more and a useful life of at least one year.
What is “non-capitalized” equipment?
Non-capitalized equipment is equipment purchase by the College that has a unit cost of under $5,000 and has a useful life of at least one year.
Do I have to inform Property Accounting when I move equipment that has been inventoried from one location to another, or transfer it from my department to another department?
Yes! In order for us to keep the College’s fixed assets system up-to-date, we need to know when equipment permanently changes location so we can update that information in the system. “Permanently” is defined as longer that six months.
Complete the Equipment Inventory Change Form and send it to Property Accounting in the Resource Center.
How do I get rid of equipment my department doesn’t want anymore?
Contact Procurement Services.
Sponsored Programs
All grant proposals of the College must first be sent to the Wise Grants Team for review prior to being submitted to the sponsor. It is crucial that any and all correspondence regarding grants use grants@uvawise.edu. Accounting Services works with the Office of Sponsored Programs (OSP) at UVA, who establishes grant projects, provides required financial reports to sponsors, and negotiates award agreements, if needed. The OSP link provides helpful items such as Institutional Information, FAQs, and the login link to ResearchUVA powered by Huron.
Grants Accounting
The Wise Grants Team is responsible for establishing and maintaining all federal, state and private grant accounts here at the college. Duties include working with grant writers to ensure that all federal guidelines are followed as outlined by the Federal Circular A-21, which includes CAS (Cost Accounting Standards). Accounting Services must receive the proposal & completed funding proposal (FP) in Huron for review two weeks before it needs to be sent to meet the sponsor’s deadline. Upon receipt of any award documentation the Principal Investigator might receive, that information must be forwarded to Wise Grants Team promptly.
To establish a grant, the information needed by Wise Grants Team is as follows:
- Copy of Request for Proposal (RFP) or solicitation packet
- Principle Investigator COI items must be up to date
- Completed funding proposal in Research UVA PBH
- Any notification from sponsor regarding the status of proposal including Award letter from sponsor, if proposal is approved for funding
Without this information accounting services cannot establish the grant worktags through OSP. Once the grant is established, monthly reconciliations must be conducted in Workday with Account Certifications to ensure expenditures are allowable to the particular grant.
How do I know if my funds should be treated as a gift or grant through OSP?
The Office of Sponsored Programs, in consultation with University Advancement and the unit dean or executive, will make a final determination as to whether the funding in question shall be treated as a gift or sponsored program.
How do I find sponsors and funding for my research?
GrantForward is available to all UVA faculty, staff and students. The database contains information on funding opportunities for all disciplines and project types, and include federal, private and international sponsors.
If a Principal Investigator receives a check from a sponsor, it is their responsibility to deliver the check to Wise Grants Team IMMEDIATELY upon its receipt.
Please remember using grants@uvawise.edu for all correspondence pertaining to any grant ensures all individuals in Accounting Services working with grants are aware of each grant and assistance with any items/questions can be completed in a timely manner.
Office of Sponsored Programs at UVA has many useful grant items and information.
