University of Virginia Library

II. FINANCIAL

Proctor

32. Proctor's Journal, 1817-1851.

5 vols.; IV and V both lettered "C"; III dated "April 1, 1828". Index unattached
in back of III; not indexed, I, II, IV, V. B (west room, west wall).

Title varies: no title, I; Journal, II-IV; Proctor's Journal, V.

Original entries of business transactions of Central College (1817-1819) and of the
University (1819-1851). Vol. I covers 1817-1822 and vol. II covers 1819-1828;
but, despite the overlapping of dates, they are apparently the same type of record
and presumably belong in the same series.

33. Proctor's Ledger, 1817-1832, 1859-1905.

47 vols.; IV lettered "C"; III, V-XLVII dated. Index attached in front of I, II,
IV; index unattached in V-XLVII; not indexed, III. B (west room, west wall).

Title varies: Ledger, I, II, IV; Proctor's Ledger, III, V-XLVII.

Final entries of financial transactions of Central College (1817-1819) and of the
University (1819-1832, 1859-1905). During 1833-1858 this record was kept by the
Patron (item 46). Succeeded by General Ledger (item 49).

34. [Proctor's] Day Book, 1821-1828.

1 vol. Not indexed. B (west room, west wall).

A daily record of all business transactions.

35. Receipt Book [for Subscriptions to the University], 1824.

1 vol. Not indexed. B (west room, south wall).

Accounts of about 100 persons who had subscribed to an unknown fund for the University.
The debit for each was dated April 30 or 31; it is interesting to note
that as late as June 30, the date of latest entry, only a handful of payments had
been credited to these accounts. For other contents of this vol. cf. item 36.

36. Receipt Book, 1825-1827.

1 vol. Not indexed. B (west room, south wall).

Signed receipts demanded by the Proctor of persons to whom he made payments.
For other contents of this vol. cf. item 35.

37. Students' Register, 1825-1905.

4 vols.; III dated. Not indexed. B (west room, west wall).

Title varies: Matriculation Book, I, II; Register of Students, III; Students' Register,
IV.

Matriculation records probably kept by the Proctor, perhaps more in his capacity
as a disciplinary officer than as a financial accountant. At the top of the pages is
a pledge of intention to obey the University's laws, which the students signed
below, giving typical matriculation information about themselves. This series
is especially valuable as the largest repository of student signatures. It was
abandoned when the Registrar's Matriculation Cards (item 25) came into use.
For other matriculation records cf. items 17, 20, 24, 26.

38. Students Receipt Book [for Unsettled Accounts], 1865-1882.

1 vol. Not indexed. B (west room, west wall).

Record of amounts overdue on student fees and of the notes by which these debts
were covered. For a portion of this period a temporary and similar list of student
delinquencies is available in Journal of Unpaid Student Accounts (item 39).
For a later list of notes cf. item 60.

39. Journal [of Unpaid Student Accounts], 1866-1874.

1 vol. Not indexed. B (west room, west wall).

Names of students in debt to the University for delinquent fees and of the
amounts they owed. Some of the names are scratched out, indicating that their
accounts were settled. This record was transcribed in final form in Students
Receipt Book for Unsettled Accounts (item 38). For other contents of this vol.
cf. items 74-76.

40. Proctor's Cash, 1879-1905.

15 vols.; IX-XV dated. Not indexed. B (west room, west wall).

Title varies: Proctor's Cash Book, I, IV-VI; Day-Book, II; Cash Book, III;
Day, VII; Cash, VIII; Proctor's Cash, IX-XV.

A daily record of cash receipts and disbursements. Succeeded by Bursar's Cash
(item 48).

41. [Proctor's] Cash Book, 1884-1886.

1 vol. Not indexed. B (west room, west wall).

A rough and apparently temporary daily record of cash receipts and disbursements.

42. Dormitory Register, 1891+.

3 vols.; III numbered "No. 2". Not indexed. B (west room, west wall).

Title varies: Room Register, I; Dormitory Register, II, III.

Names of students occupying all rooms in University dormitories, recorded session
by session.

43. Record of Endowments and Donations, 1895+.

1 vol. Index attached in front. B (west room, south wall).

A list of endowments and other gifts to the University, recording name of donor,
amount and date of the benefaction, and the official name, if any, of the donation.

44. Accounts and Financial Correspondence, 1897-1914.

13 vols.; XIII dated "October 1, 1912". Index attached in front of I-XII; not
indexed, XIII. B (west room, south wall), I-XII. B (west room, west wall),
XIII.

Title varies: no title, I, III, IV, VII, IX, X; Letters and Statements, II; Letters,
V, VI, XI-XIII; Accounts and Financial Correspondence, VIII.

Copies of official letters and of miscellaneous accounts, deposits, and statements
of the Proctor and Bursar. For other correspondence of the Bursar cf. item 51.

Patron

45. Patron's Day-Book [of Students' Allowances], 1832-1833, 1834-1835.

2 vols. Index attached in front of I; not indexed, II. B (west room, west wall).

Title varies: Patron's Day-Book, I; no title, II.

Record of deductions from funds deposited by each student with the Patron. Vol. I
includes expenditures for board and fuel, a record of fees paid to each professor,
and a memo, dated July, 1833, of students' fines and assessments. Both vols. include
notations of bills or orders presented for student purchases from local merchants
for books, clothing, etc.; for in that day the Patron was custodian of the
students' allowances and "pocket money". For other contents of vol. II cf. items
47, 72.

46. Patron's Ledger, 1833-1858.

27 vols.; dated. Index unattached in front or back of each vol. B (west room, west
wall).

Final entries of financial transactions of the University. Succeeds and succeeded by
Proctor's Ledger (item 33).

47. [Purchases Made by Students Having No Allowance], 1866-1867.

1 vol. Not indexed. B (west room, west wall).

A list of bills or orders (or, in the language of this age, "cold checks") drawn on
the Patron for purchases from local merchants by students who had no funds in
his hands. For other contents of this vol. cf. items 45, 72.

Bursar

48. Bursar's Cash, 1905-1910.

6 vols.; I-IV dated. Not indexed. B (west room, west wall).

A daily record of cash receipts and disbursements. Succeeds Proctor's Cash (item
40); succeeded by Cash Receipts (item 54) and by Cash Disbursements (item 53).

49. General Ledger, 1905-1910.

5 vols.; dated. Index unattached in front or back of each vol. B (west room, west
wall).

Final entries of financial transactions of the University. Vol. I includes students'
accounts, each listed under the student's name, and other University accounts,
listed under subject or agency headings. Vols. II-V include only the latter type
of accounts, the records for each student being separated in Students Ledger (item
50).

50. Students Ledger, 1906-1910.

4 vols.; dated. Index unattached, III; not indexed, I, II, IV. B (west room, west
wall).

Final entries of student fees and accounts. Succeeds in part General Ledger, I
(item 49); succeeded by Students' Fees (item 57).

51. Letters [of] the Bursar, 1906-1913.

5 vols.; dated. Index attached in front of I-V. B (west room, west wall).

Title varies: Letters, the Bursar; I; Letters, II; Letters, I. K. Moran, Bursar,
III; Letters, Bursar's Office, IV, V.

Copies of official correspondence of the Bursar. For other financial letters cf. items
44, 79.

52. Students Contingent Deposits, 1908-1910, 1912-1922.

3 vols.; I dated. Not indexed. B (west room, west wall), I, II. B (west room, south
wall), III.

Title varies: Students Contingent Deposits, I, II; no title, III.

Accounts for students of deposits required to cover such varied expenses as student
publications, athletics, the Y. M. C. A., the chapel fund, the band, library fines,
and laboratory fees. For some of these accounts refunds were allowed. This
record was discontinued in 1922.

53. Cash Disbursements, 1910+.

18 vols.; II, XI-XV numbered. Not indexed. B (west room, south wall): I-XIV.
B (west room, west wall): XV-XVIII.

A daily record of cash expenditures. During 1928-1932 a distinction was made in
the sources of the disbursed funds, and separate volumes in this series record coordinately
the expenditures made from state appropriations and the disbursements
made from other University funds. Succeeds in part Bursar's Cash (item 48).

54. Cash Receipts, 1910+.

7 vols.; V numbered "No. 5", VII numbered "No. 7". Not indexed. B (west room,
south wall).

A daily record of cash receipts. Beginning March 1, 1928, a distinction was made
in the sources of the University's receipts. Vol. VI records income from sources
other than state appropriations; vol. VII records co-ordinately income from funds
provided by the state government. Succeeds in part Bursar's Cash (item 48).

55. [General] Journal, 1910+.

4 vols. Not indexed. B (west room, south wall).

Title varies: Journal, I, II, IV; no title, III.

Accounts of miscellaneous departmental transactions, usually not involving cash;
closing entries for the year; and notes and accounts receivable.

56. Pay Roll, 1910+.

4 vols.; III numbered "No. 3", IV numbered "No. 4". Not indexed. B (central
room, east wall).

Records of payments made on salary to all University professors, instructors, and
administrative officials. Until the session of 1932-1933 this series contained also
records of payments made to all scholars and fellows, but these are currently kept
separately in Scholarships and Fellowships (item 67).

57. Students' Fees, 1910+.

8 vols. Not indexed. B (west room, south wall).

Title varies: Students' Fees, I, II; no title, III-VIII.

Final entries of student fees and accounts. Succeeds Students Ledger (item 50).

58. Trial Balance, 1910-1915, 1924+.

6 vols. Not indexed. B (west room, south wall).

A monthly or semi-annual balance of the Bursar's accounts. The records for 19161923,
which are missing, were probably kept on loose sheets of paper and destroyed.

59. Deposits and Checks, 1913-1926.

2 vols., numbered "No. 1" and "No. 2". Not indexed. B (west room, south wall).

Records of deposits made in several banks and of checks issued, stating name of the
bank on which the check was drawn, amount of the check, name of the payee, and
the reason for payment. Succeeded in part by Deposits, University Branch Bank
(item 66).

60. Note Register, 1913+.

1 vol., numbered "No. I". Not indexed. B (central room, east wall).

A record of all notes covering debts for students' fees and for loans made from the
University's loan funds. For an earlier list of notes cf. item 38.

61. Cash [Book of the] Summer Quarter, 1914+.

5 vols.; I numbered "No. 2", II numbered "No. 3". Not indexed. B (west room,
south wall).

Title varies: Summer School, I; Cash Summer Quarter, II; no title, III-V.

Separate accounts of cash handled by the Bursar for the University's summer quarter.
Beginning in January, 1923, these accounts were also incorporated in Cash
Receipts (item 54) and in Cash Disbursements (item 53).

62. Cash Record [of the] University of Virginia Army School, 1918.

1 vol. Not indexed. B (west room, south wall).

A financial report of the federal government's payments of tuition and board for
some students during May-December, 1918, a practice adopted for the training
of soldiers during the World War.

63. [Budget Estimates], 1918+.

4 vols. Not indexed. B (west room, south wall).

An annual record of the estimated financial requirements and receipts of all divisions
of the University. Before the fiscal year of 1918-1919 budget estimates
were kept on loose sheets of paper, which were probably destroyed.

64. [Accounts, Deposits, Checks, and Receipts for Special Funds], 1921+.

About 35 file boxes; dated. B (west room, south and west walls).

Deposit slips, cancelled checks, signed receipts, separate balance sheets and other
accounts of miscellaneous special University funds handled by the Bursar, including
some donations.

65. Journal [of Cash Receipts from Students], 1922+.

5 vols. Not indexed. B (west room, south wall).

Title varies: no title, I; Journal, II-V.

An auxiliary and temporary record of cash received daily from students in payment
of fees.

66. Deposits, University Branch Bank, 1926+.

1 vol. Not indexed. B (central room, east wall).

Reconciliation book of deposits and checks, listing deposits with the University
Branch of Peoples National Bank of Charlottesville and with other banks in detail
and checks only in summary. Succeeds in part Deposits and Checks (item
59).

67. Scholarships and Fellowships, 1932+.

1 vol., numbered "No. 1". Not indexed. B (west room, south wall).

Records of payments made to students holding scholarships and fellowships in the
University. Succeeds in part Pay Roll, I-III (item 56).

68. [Construction Accounts of the Art Museum], 1933-1934.

1 vol. Not indexed. B (west room, west wall).

A separate record of accounts in connection with the construction of the Bayly
Memorial Art Museum (Public Works Administration project No. 774).

69. [Petty Cash Checks and Receipts], 1934+.

About 125 file boxes; dated. B (west room, south and west walls).

Files of cancelled checks and signed receipts for funds expended by the Bursar
from both State and non-State revenues of the University.

Miscellaneous

70. [Account Book for Wood], 1835-1836.

1 vol. Not indexed. B (west room, west wall).

Accounts of University residents for wood received from the University wood
yard. For other wood accounts cf. item 71.

71. Wood and Candles, 1839-1840, 1841-1842, 1848-1849, 1852[-1853], 18671869.

5 vols.; III, V dated. Index unattached in front of II, IV, V; not indexed, I,
III. B (west room, west wall).

Title varies: no title, I; Wood and Candles, II-V.

Accounts of residents for wood and candles supplied to them by the University.

72. [Club Subscriptions for Ice], 1847.

1 vol. Not indexed. B (west room, west wall).

Lists of students who subscribed in clubs or groups for a daily supply of ice. This
service on the part of the Patron may have been short-lived, for the entries
cover only April 22-May 3. For other contents of this vol. cf. items 45, 47.

73. Ledger [of Renovation Costs], [1859-]1860, 1896-1897, [1906-]1910.

3 vols.; III lettered "B". Index attached in front of I, II; not indexed, III. B
(west room, west wall): I, II: B (west room, south wall): III.

Title varies: Ledger, I, II; Time Book, III.

Accounts kept by the Superintendent of Buildings and Grounds of costs for materials
and labor used in making various repairs and improvements on University
property. For other repair accounts cf. item 76.

74. Journal [of Accounts for Coal], 1866-1869.

1 vol. Not indexed. B (west room, west wall).

Accounts of University residents with the Proctor for coal supplied by the University.
For other contents of this vol. cf. items 39, 75, 76.

75. Journal [of Purchases of Coal], 1870-1883.

1 vol. Not indexed. B (west room, west wall).

Record of carloads of coal bought by the University for use in its buildings and
for supply to its residents. For other contents of this vol. cf. items 39, 74, 76.

76. Journal [of Renovations to University Buildings], 1879-1881.

1 vol. Not indexed. B (west room, west wall).

Records of miscellaneous repairs on University buildings. For other contents of
this vol. cf. items 39, 74, 75. For other renovation accounts cf. item 73.

77. [Account Book for Gas], 1882-1883, 1884-1888, 1895-1896.

1 vol. Not indexed. B (west room, south wall).

Accounts of University residents for gas supplied to them.

78. Coal Book, 1883-1884.

1 vol.; dated "October 1, /83". Not indexed. B (west room, south wall).

Accounts of University residents for coal supplied to them.

79. Letters, 1896-1897.

1 vol. Not indexed. B (west room, west wall).

Copies of the official correspondence of the Superintendent of Buildings and
Grounds with business firms and individuals in regard to repairs and improvements
on University property. For other financial letters cf. items 44, 51.

80. Minute Book [of the] Alumni Board of Trustees [of the] University
of Virginia Endowment Fund, 1907+.

4 vols.; III numbered "No. 3" IV numbered "No 4". Not indexed. B (west
room, south wall): I, II. P: III, IV.

Minutes of the meetings of Alumni Board of Trustees, an incorporated organization
whose function is to handle some of the University's endowment funds.
Its origin lay in the unwillingness of Andrew Carnegie to include state institutions
in his philanthropies; for this reason this Board was created to accept
his donation of half a million dollars. At that time the University matched
Carnegie's gift with an equal amount, and the Alumni Centennial Endowment
Fund of 1925 is also administered by this corporation for the University.