Residence Life

The UMW Finance Card for Residence Life may be checked out from the Residence Life Office Manager following their procedures; HOWEVER,

• Only a STUDENT is allowed to check out a UMW Finance Card for Residence Life, AND 
• The Banner FOAP funding the expense MUST be a Residence Life FOAP.

The student who checked out the Card is held responsible for ALL charges made against the Card during the time the student has the Card checked out.   

After the approved purchase has been made, the student should IMMEDIATELY submit the UMW Finance Card and ALL ORIGINAL, DETAILED, ITEMIZED receipts to the Residence (Res) Life Office Manager.  The Res Life Office Manager will review on-line the swiped charges made on the Card while the Card was in the student’s possession, and will require receipts for all transactions on the Card during the time the student had the Card checked out.

If charged expenses exceed ANY State limits OR if the student fails to produce a receipt for a charge on the Card, the Res Life Office Manager will ask the student to deposit (at the Cashier’s office in Lee Hall) the “overage” or inappropriate expense immediately.  The Cashier will give the student a receipt for the “repayment.” The student should bring a copy of the receipt from the Cashier to the Res Life Office Manager.  The Res Life Office Manager will attach a copy of the receipt (from the Cashier) to the paperwork to show the unallowed portion was paid. 

If the student refuses to deposit the money with the Cashier:

• Accounts Payable will file paperwork to have the unallowed amount charged to the student’s student account;
• The offending student will NOT have the privilege of using the UMW Finance Card again;
• The offending student will NOT be given alternative purchasing mechanisms, including cash advances.

NOTE: Instead of using the UMW Finance Card, the student also has the option of using his/her personal funds and seek reimbursement.  See Reimbursements for details regarding reimbursements.

Details regarding State Travel Regulations and expense limits can be found at http://adminfinance.umw.edu/ap/travel/