Prepayments

Prepayments are those 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.

For TRAVEL-RELATED prepayments (such as conference or registration fees, airfare, shuttles, etc.) 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 such as maintenance agreements, subscriptions, professional membership and insurance, use the table below. The prepayments listed in the table below are 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.

Depending upon the type of of prepayment, the prepayment may be entered into Banner as a Direct Pay; the SPCC Cover Sheet, if the SPCC is used; or it may be entered into eVA to create a purchase order. Whatever method is used, the length of the service or provision must always be written on the Direct Pay paperwork, the SPCC Cover Sheet, or the eVA form, referencing the month and year only. For example, a subscription expenditure (account code 71222S) may be written like this "Sept 2008-Sept 2009."

Account code	brief description	expanded descriptions	payment terms
71221	Employee dues & membership fees	Includes expenditures for memberships to professional organizations.	State allows payment for a maximum period of one year. In other words, you cannot pay for more than 12 months of coverage--even if a discount is provided. In addition, due date should not be more than 90 days in advance of the renewal.
71222S	Subscriptions	Includes expenditures for subscriptions to professional or technical publications used for professional development not purchased for general library use.	State allows payment for a maximum period of one year. In other words, you cannot pay for more than 12 months of coverage--even if a discount is provided. In addition, due date should not be more than 90 days in advance of the renewal.
71237	Health Insurance Premiums (non-Payroll) eVA EXCEPTION	Includes expenditures for insurance premiums paid by the state on behalf of eligible individuals to provide them with health services.	Payment terms are 30 days from when the invoice is received or the service is received, whichever is later. Prepayment period of one year. Excludes materials and equipment purchases.
71253	Equipment Service Contracts	Includes expenditures for services provided to repair and maintain calculators, furniture, typewriters and other equipment. Includes expenditures for maintenance contracts.	Payment terms are 30 days from when the invoice is received or the service is received, whichever is later. Prepayment period of one year. Excludes materials and equipment purchases.
71274	ADP Equipment Maintenance	Includes expenditures for services to repair and maintain computer and computer peripheral hardware.	Payment terms are 30 days from when the invoice is received or the service is received, whichever is later. Prepayment period of one year. Excludes computer hardware and software purchases.
71275	Software Maintenance	Includes expenditures for services provided to maintain computer software.	Payment terms are 30 days from when the invoice is received or the service is received, whichever is later. Prepayment period of one year. Excludes computer hardware and software purchases.
71277	ADP Services	Includes expenditures for services provided by state employed (other than VITA) private sector computer operations personnel and other costs associated with the operation of computer hardware.	Payment terms are 30 days from when the invoice is received or the service is received, whichever is later. Prepayment period of one year. Excludes computer hardware and software purchases.
71512	Insurance for Motor Vehicles (eVA EXCEPTION)	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.	Limited to premiums for insurance contracts.
71516	Insurance for Boiler (eVA EXCEPTION)	Includes expenditures for insurance coverage of energy equipment.	Limited to premiums for insurance contracts.
71517	Insurance for Fire (eVA EXCEPTION)	Includes expenditures for property insurance coverage on equipment and structures due to direct loss by fire, lightning, and natural perils.	Limited to premiums for insurance contracts.
71551	General Liability Insurance (eVA EXCEPTION)	Includes expenditures for insurance coverage against the risk of claims for payment of damages imposed by law.	Limited to premiums for insurance contracts.
71554	Insurance for Surety Bond (eVA EXCEPTION)	Includes expenditures of surety bonds coverage for all state employees to guarantee the performance of their lawful obligation.	Limited to premiums for insurance contracts.
71555	Insurance for Workman's Comp (eVA EXCEPTION)	Includes expenditures for workers' compensation coverage for all State employees.	Limited to premiums for insurance contracts.
72226	LIBRARY USE ONLY Subscriptions (serial/periodicals)	Includes expenditures for subscriptions for the library only.	Payment terms are 30 days from when the invoice is received or the service is received, whichever is later.
72227	LIBRARY USE ONLY Electronic Subscriptions	Includes expenditures for electronic subscriptions for the library only.	Payment terms are 30 days from when the invoice is received or the service is received, whichever is later.
72229	LIBRARY USE ONLY Electronic Resources	Includes expenditures for electronic resources for the library only. (Example: Databases that help locate journals and/or articles.)	Payment terms are 30 days from when the invoice is received or the service is received, whichever is later.