BUG Meeting
March 29th, 10:30-12:00
Eagle Village, Suite 480, Boardroom
Welcome New eVA Buyers:
Jeanne Campbell – Computer Science Department
Tammy Prailey-Dahlgren Campus
Marlene Gallahan -Financial Aid
Desiree Mallow-Emergency Management and Safety
Melva Kishpaugh, Assistant Director of Purchasing-
Introduction of Shannon Finley, New Buyer Specialist for UMW and
Cheryl Sullivan, Property Management Assistant for the UMW Foundation.
Golden Noodle Awards to:
First 5 individuals who completed the SPCC training
SPCC Cardholders and Cardholder Manger partnership with NO sweeps
Individuals who passed the SPCC review since January 2012
Use Your Noodle – game
Melva Kishpaugh, Assistant Director of Purchasing
Campus Buyer email from Erma Baker, Assistant VP of Business Services dated 1/26, 2012
UMW Purchasing Updates
Procurement Transaction Types
eVA Group Meeting – Items for Discussion?
Forum 2012 October 29-31 – VCA Re certification Requirements
Melissa Myers, Buyer Specialist and SPCC Administrator
eVA Credit Card Fees- vendors should not charge credit card fees.
Example:
You see a separate line item on the vendor bill for use of the SPCC or,
The vendor tells you that the quote will also include a percentage cost due to use of the SPCC.In these cases, inform the vendor that the state will not pay the additional fees and to remove the fee from the quote or the bill.
If you have already paid the fee (the fee was not disclosed to you and you find the fee in Works) contact the vendor and ask for a credit. Please call Melissa if you need assistance.
The vendor is allowed to charge a flat rate convenience fee.Information from Lynda Worthy, Payroll Manager, regarding Clothing and Uniforms.
Clothing and Uniforms
Note: Mandatory State Contracts are in place for police uniforms, boots, and misc. clothing such as shirts and pant. Please review the Virginia State Contracts site prior to any purchase. Contact Purchasing for contract assistance, then check in with payroll.
Before providing any clothing or uniforms to employees, please check with the Payroll Department. The value of clothing or uniforms is considered taxable income under the IRS code and the value of the clothing must be included as income on the employeeâs pay check. Only clothing that meets the following criteria are excluded from wages:
- Clothing is specifically required as a condition of employment
- Clothing is not worn or adaptable to general use as everyday clothing
The cost of a shirt with the University or Department logo worn by the employee at the request of a supervisor is taxable income because this clothing is appropriate for personal use.
If your department chooses to provide clothing to employees that is taxable, please have the employee sign that they have received the clothing and send the document to the Payroll Office. The document needs to include the employeeâs name, dollar amount of the clothing, and the employeeâs signature and date. Payroll will add the cost of the clothing to the employees pay for tax purposes; a process that is similar to how the gift cards and WOW cards are processed. Only the taxes are withheld from the employeeâs pay, not the whole cost of the clothing.
Please contact Lynda Worthy in the Payroll Office with any questions regarding this notification.
Julie Smith, Accounts Payable Manager
Announcement of Lynn Norfleet, Senior Accounts Payable Technician
New Procedure for Hotel Billing – Use of the Gold SPCC
The AP Gold Card will not be used for employee travel.
The hotel restriction has been lifted from the AP Gold Card.
The AP Gold card is being used to pay the hotel bills for guests, candidates and performers. Continue to enter Direct Pays (DP) into Banner.
The DP invoice will be cancelled and the expense will be paid by credit card. (The DP allows for proper foap security review and historical record of hotel invoicing).
Reimbursements- Bulleted discussion points on this topic:
This goal does not relate to travel reimbursements.
It is the goal of AP and Purchasing to limit the number of reimbursements
Continue to use the standard UMW procurement methods for purchasing food, goods and other products.
Reimbursements currently being pulled and reviewed by audit.
Feedback shared during meeting regading use of personal funds will be considered and discussed for the revised policy.
Revised information and policy will be communicated to you, and posted on web.
Vickie Chapman, Director of TESS
Works – Viewing SPCC invoice in Banner
Invoices can be viewed in Banner SSB or INB
Vendor name o n invoice is Bank of America
One invoice per cardholder per billing statement
Invoice will have the last four digits of the spcc cardholder within the vendor invoice filed on FAAINVE
Please call if you need assistance viewing the invoice or identifying the cardholder
End of Year Calendar Review
Make sure to view the End of Year Calendar for last days to incur and pay expenses this fiscal year.
eVA and Banner new FY orders may cause confusion, think about when the payment is due.
Be sure to close out all open purchase orders, such as the HR Temp. Services contract.
Direct Pay instructions for NEXT fiscal year will be sent to you closer to date.
Winding Down- Tour of Eagle Village, Compliments of the Village People:
Melissa Myers, Buyer Specialist and SPCC Administrator-4th Floor
Christie Pugh, Administrative Assistant for University Relations and Communications, 3rd Floor
Kathy Johnson, Graphic Designer for Design Services, 3rd Floor
Cheryl Sullivan, Property Management Assistant for the UMW Foundation- 2nd Floor
Please Stay for Lunch- Eagle Village Lunch Specials