Agency 8 Funds

The UMW Finance Card for Agency Funds may be used to make purchases that are funded with 8 Funds (a Banner Fund that begins with an “8″). If you hold a UMW Finance Card that has your name on it, follow the same procedures that you follow for your other UMW Finance Card purchases. For employees without a UMW Finance Card, follow procedures below for your Agency Fund (8 Fund) expenditures:

1. Email payables@umw.edu and give your department name; the item(s) you plan to purchase; the purpose; the Banner FOAP being charged; and the date you wish to check out the UMW Finance Card. (NOTE: If you are traveling with students, please ignore these directions and follow instructions found at Other Student Travel.)
2. Accounts Payable (AP) will review the request and will provide an email response. If approved for use, AP will include the Cashier’s Office. (AP will also advise if other forms are needed.)
3. When you are ready to make your approved purchase, take a copy of the email to the Cashier’s Office in Lee Hall 206 and ask the Cashier for the UMW Finance Card for Agency Funds.
4. The Cashier will give you a Purchasing Agreement to sign. Read it carefully.
5. After you have made your purchase, you should IMMEDIATELY submit the UMW Finance Card and ALL ORIGINAL, DETAILED, ITEMIZED receipts to the Cashier.
6. The Cashier will review on-line the swiped charges made on the Card and will require receipts for all transactions on the Card during the time you had the Card checked out. If you fail to produce a receipt for a charge on the Card, you will be asked to make a deposit to UMW for the charge.  The Cashier will give you a receipt and will attach a copy of the receipt to the paperwork to show repayment to UMW was made.  Any disputes will be handled with the Accounts Payable Manager or the Associate Vice President for Finance and Controller. If you refuse to repay UMW for an inappropriate expense, Accounts Payable will file paperwork to have the money withheld from your paycheck and you will not have the privilege of using this Card again.
7. The Cashier will submit all forms and receipts to the Accounts Payable Office. If Accounts Payable finds any unallowable expenses or anything the Cashier missed, Accounts Payable will ask you to deposit money at the Cashier’s Office. Accounts Payable will attach the receipt of your repayment/deposit to the credit card statement as proof of money deposited. If you refuse to deposit the money, Accounts Payable will file paperwork to have the money withheld from your paycheck and you will not have the privilege of using this Card again.