Prepayments are FULL payments that are made PRIOR to receipt of goods or services. Prepayments are allowed for CERTAIN expenditures normally prepaid as a standard industry practice or where such prepayments are considered cost beneficial to the Commonwealth. A deposit (PARTIAL payment PRIOR to receipt of any good/service) is separate and distinct from a prepayment (payment IN FULL PRIOR to receipt of any good/service).
For TRAVEL-RELATED prepayments (such as airfare, shuttles, conference fees, etc.) and NON-TRAVEL-RELATED prepayments (virtual conference or registration fees) please use the links below for detailed information:
Conference or Registration Fee
Airfare OR Rail (including VRE)
Car Rentals
Internet Purchases
For NON travel-related prepayments per CAPP topic 20310, such as maintenance agreements, subscriptions, professional membership and insurance, use the table below when recording the start and end dates related to the period of service. The prepayment start and end dates are required for services or benefits that cover a specified period of time. For example, a membership usually covers a period of time lasting one year, or a subscription to a journal usually lasts a year. Paying for more than one year is not allowed unless a private funding source is used.
Depending upon the type of pre-payment, the following payment methods may be used and the PERIOD OF SERVICE MUST BE CLEARLY DOCUMENTED USING SPECIFIC CODING as detailed below:
- SPCC and UMW Finance Card – In WORKS, use the drop-down menu for the PrePay Start Date (GL06) and Prepay End Date (GL07). DO NOT type the dates; use the drop-down menu.
- Banner as a Direct Pay – Enter start and end date in Description field and on Direct Pay paperwork
- eVA – Enter start and end date in Description field on purchase order in eVA
*12-Month Prepayment Limit
- In WORKS, if Oct-20 is selected under GL06, (start date) and Oct-21 is selected under GL07 (end date), it indicates 13 months of coverage.
- In Banner & in eVA, if 10201021 is entered, it indicates 13 months of coverage.
MAKE SURE YOU ENTER CORRECT INFORMATION FOR DATES OF COVERAGE!!! If you have questions about timeframes, email payables@umw.edu for help.
Account Code Listing
| 71221 | Employee Dues & Membership Fees |
| 71222S | Subscriptions |
| 71237 | Health Insurance Premiums (non-Payroll) |
| 71253C | Equipment Maintenance Service Contracts |
| 71274 |
Computer Equipment Maintenance |
| 71275 |
Software Maintenance (Renewals, including Web Hosting RENEWALS) |
| 71277 | Computer Services (NON-VITA) |
| 72218L | Software License (Limited Term) |
| 71279L | Software Development Licenses (Limited Term) includes NEW Web Hosting Services |
| 71512 | Insurance for Motor Vehicles |
| 71516 | Insurance for Boiler |
| 71517 | Insurance for Fire |
| 71551 | General Liability Insurance |
| 71554 | Insurance for Surety Bond |
| 71555 | Insurance for Workman’s Comp |
| 72226 | Subscriptions (serial/periodicals) – Library Use ONLY |
| 72227 | Electronic Subscriptions – Library Use ONLY |
| 72229 | Electronic Resources – Library Use ONLY |
71221
Account Code Description: Employee Dues & Membership Fees
Expanded Descriptions: Includes expenditures for memberships to professional organizations.
Payment Terms: State allows payment for a maximum period of coverage of one year. Paying for more than 12 months of coverage is not allowed–even if a discount is provided. In addition, the due date should be no more than 90 days in advance of the start/renewal date. See Example Table above to determine correct date entry based upon service period and payment method used.
71222S
Account Code Description: Subscriptions
Expanded Descriptions: Includes expenditures for subscriptions to professional or technical publications used for professional development not purchased for general library use.
Payment Terms: State allows payment for a maximum period of one year. Paying for more than 12 months of coverage is not allowed–even if a discount is provided. In addition, the due date should be no more than 90 days in advance of the start/renewal date. See Example Table above to determine correct date entry based upon service period and payment method used.
71237
Account Code Description: Health Insurance Premiums (non-Payroll) – eVA EXEMPT
Expanded Descriptions: Includes expenditures for insurance premiums paid by the state on behalf of eligible individuals to provide them with health services.
Payment Terms: Payment terms are based upon the due date given by the provider or as the Commonwealth may instruct in a memo. Subject to a prepayment service period of one year. Excludes materials and equipment purchases. See Example Table above to determine correct date entry based upon service period and payment method used.
71253C
Account Code Description: Equipment Maintenance Service Contracts
Expanded Descriptions: Includes expenditures for maintenance contracts.
Payment Terms: State allows payment for a maximum period of one year. Paying for more than 12 months of coverage is not allowed–even if a discount is provided. In addition, the due date should be no more than 90 days in advance of the start/renewal date. Excludes materials and equipment purchases. See Example Table above to determine correct date entry based upon service period and payment method used.
71274
Account Code Description: Computer Equipment Maintenance
Expanded Descriptions: Includes expenditures for services to repair and maintain computer and computer peripheral hardware.
Payment Terms: State allows payment for a maximum period of one year. Paying for more than 12 months of coverage is not allowed–even if a discount is provided. In addition, the due date should be no more than 90 days in advance of the start/renewal date. Excludes materials and equipment purchases. Excludes computer hardware and software purchases. See Example Table above to determine correct date entry based upon service period and payment method used.
71275
Account Code Description: Software Maintenance (Renewal)
Expanded Descriptions: Includes expenditures for RENEWAL ONLY for services provided to maintain computer software AND for RENEWAL Web Hosting services.
Payment Terms: State allows payment for a maximum period of one year. Paying for more than 12 months of coverage is not allowed–even if a discount is provided. In addition, the due date should be no more than 90 days in advance of the renewal date. Excludes materials and equipment purchases. Excludes computer hardware and software purchases. See Example Table above to determine correct date entry based upon service period and payment method used.
71277
Account Code Description: Computer Services (NON-VITA)
Expanded Descriptions: Includes NON-VITA expenditures for services and other costs associated with the operation of computer hardware.
Payment Terms: State allows payment for a maximum period of one year. Paying for more than 12 months of coverage is not allowed–even if a discount is provided. In addition, the due date should be no more than 90 days in advance of the start/renewal date. Excludes materials and equipment purchases. Excludes computer hardware and software purchases. See Example Table above to determine correct date entry based upon service period and payment method used.
72218L
Account Code Description: Software License (Limited Term)
Expanded Descriptions: Include expenditures for the purchase of computer application software, utility programs, and operation system software. The term software is a general term that refers to all programs or instructions that are used to operate computer hardware. Software causes computer hardware to perform activities by telling a computer how to execute functions and tasks. Include payments to software vendors for the renewal of software licenses for off-the-shelf applications and utilities. See Example Table above to determine correct date entry based upon service period and payment method used.
Payment Terms: N/A
71279L
Account Code Description: Software Development Licenses (Limited Term) Includes NEW Web Hosting Services
Expanded Descriptions: Includes expenditures for licenses for customized software and for NEW web hosting.
Payment Terms: N/A
71512
Account Code Description: Insurance for Motor Vehicles – eVA Exempt
Expanded Descriptions: Includes expenditures to cover the liability caused by the automobile, the physical damage to the automobile, injury to the driver and passengers, and the uninsured motorist.
Payment Terms: Payment terms are based upon the due date given by the provider or as the Commonwealth may instruct in a memo. Subject to a prepayment service period of one year. Limited to premiums for insurance contracts.
71516
Account Code Description: Insurance for Boiler – eVA Exempt
Expanded Descriptions: Includes expenditures for insurance coverage of energy equipment.
Payment Terms: Payment terms are based upon the due date given by the provider or as the Commonwealth may instruct in a memo. State allows payment for a maximum period of one year. Paying for more than 12 months of coverage is not allowed–even if a discount is provided. Excludes materials and equipment purchases. Limited to premiums for insurance contracts.
71517
Account Code Description: Insurance for Fire – eVA Exempt
Expanded Descriptions: Includes expenditures for property insurance coverage on equipment and structures due to direct loss by fire, lightning, and natural perils.
Payment Terms: Payment terms are based upon the due date given by the provider or as the Commonwealth may instruct in a memo. State allows payment for a maximum period of one year. Paying for more than 12 months of coverage is not allowed–even if a discount is provided. Excludes materials and equipment purchases. Limited to premiums for insurance contracts.
71551
Account Code Description: General Liability Insurance – eVA Exempt
Expanded Descriptions: Includes expenditures for insurance coverage against the risk of claims for payment of damages imposed by law.
Payment Terms: Payment terms are based upon the due date given by the provider or as the Commonwealth may instruct in a memo. State allows payment for a maximum period of one year. Paying for more than 12 months of coverage is not allowed–even if a discount is provided. Limited to premiums for insurance contracts.
71554
Account Code Description: Insurance for Surety Bond – eVA Exempt
Expanded Descriptions: Includes expenditures of surety bonds coverage for all state employees to guarantee the performance of their lawful obligation.
Payment Terms: Payment terms are based upon the due date given by the provider or as the Commonwealth may instruct in a memo. State allows payment for a maximum period of one year. Paying for more than 12 months of coverage is not allowed–even if a discount is provided. Limited to premiums for insurance contracts.
71555
Account Code Description: Insurance for Workman’s Comp – eVA Exempt
Expanded Descriptions: Includes expenditures for workers’ compensation coverage for all State employees.
Payment Terms: Payment terms are based upon the due date given by the provider or as the Commonwealth may instruct in a memo. State allows payment for a maximum period of one year. Paying for more than 12 months of coverage is not allowed–even if a discount is provided. Limited to premiums for insurance contracts.
72226
Account Code Description: LIBRARY USE ONLY – Subscriptions (serial/periodicals)
Expanded Descriptions: Includes expenditures for subscriptions for the library only.
Payment Terms: State allows payment for a maximum period of one year. Paying for more than 12 months of coverage is not allowed–even if a discount is provided. In addition, the due date should be no more than 90 days in advance of the start/renewal date. See Example Table above to determine correct date entry based upon service period and payment method used.
72227
Account Code Description: LIBRARY USE ONLY – Electronic Subscriptions
Expanded Descriptions: Includes expenditures for electronic subscriptions for the library only.
Payment Terms: State allows payment for a maximum period of one year. Paying for more than 12 months of coverage is not allowed–even if a discount is provided. In addition, the due date should be no more than 90 days in advance of the start/renewal date. Excludes materials and equipment purchases. See Example Table above to determine correct date entry based upon service period and payment method used.
72229
Account Code Description: LIBRARY USE ONLY – Electronic Resources
Expanded Descriptions: Includes expenditures for electronic resources for the library only. (Example: Databases that help locate journals and/or articles.)
Payment Terms: State allows payment for a maximum period of one year. Paying for more than 12 months of coverage is not allowed–even if a discount is provided. In addition, the due date should be no more than 90 days in advance of the start/renewal date. Excludes materials and equipment purchases. See Example Table above to determine correct date entry based upon service period and payment method used.