West Virginia University Policy
Division of Administration and Finance
ESSENTIAL SERVICE POLICY
The purpose of this policy is to report to West Virginia University (WVU) employees the current listing of Essential Services which are paid to vendors without prior approval or dollar limits.
This policy applies to all University employees, including those on the regional campuses.
Any service which is routine, non-competitive, repetitive and essential to the everyday operation of the University will be processed under the Essential Services category. Authorization to make payment shall be made by the appropriate department head or designee or higher authority. Issuance of a Purchase Order is not required for payment of invoices for these good and services.
Examples of Essential Services include but are not necessarily limited to:
A. Accreditation fees and site visit cots
C. Association dues
D. Athletic and Academic team travel and related expenses
E. Attorney Fees (WVU General Counsel approval required)
F. Books and related items, including those for libraries
G. Cash advances
H. Contracts for artists, entertainers and speakers with terms and conditions approved by WVU General Counsel and signed by the Chief Procurement Officer, and others who are charging travel expenses only for their services
I. Credit card fees
J. Employee travel, subsistence, and other reimbursement
K. Equipment maintenance contracts with terms and conditions approved by WVU General Counsel and signed by the Chief Procurement Officer
L. Federal, state, county, and municipal fees and assessments
M. Hospitality expenses
N. Insurance premiums (after BRIM approval)
O. Inter-library loan charges
P. Inter/intra-institutional charges and fund transfers
Q. License fees of all types after WVU General Counsel review
R. Medical and doctor’s fees, prescriptions, drugs, medical sundries, fees for human subjects, medical studies, tests, x-rays, CAT Scans, MRIs and emergency medical procedures and test of all types
S. Motor vehicle and aircraft fuel
V. Registration and tuition fees
W. Resale merchandise, sundries, food, related items used by auxiliary services
X. ROTC uniform items
Y. Shipping, handling, and freight charges
Z. Software, software licenses, and software maintenance agreements with terms and conditions approved by WVU General Counsel and signed by the Chief Procurement Officer
AA. Student awards, scholarships, stipends, loans, and grants of all types
BB. Subscriptions, periodicals, and publications
CC. Temporary space rentals agreements with terms and conditions approved by WVU General Counsel and signed by the Chief Procurement Officer
DD. Utilities of all types, including cable TV and connections and disconnections
Procedure development rests with WVU Procurement, Contracting and Payment Services.
RESPONSIBILITY FOR IMPLEMENTATION
All employees are charged with providing full support to this policy. It is the responsibility of the Dean, Director, or Designee to implement this policy within their college, department or unit. Procurement, Contracting and Payment Services, is available to answer questions or provide additional information regarding this policy. For contact information, please visit: http://pcps.wvu.edu.
RESPONSIBILITY FOR INTERPRETATION
The responsibility for interpretation of this policy rests with the WVU Director of Procurement, Contracting and Payment Services.
Effective Date: December 1, 2013
Approved By: Narvel G. Weese, Jr., Vice President for Administration and Finance
Approved By: Daniel A. Durbin, Senior Associate Vice President for Finance