In the past, UMW gave students cash advances for expenses; however, receipts showing how the cash was spent were rarely submitted, which negatively affected UMW’s finance audits. As a result, UMW obtains an annual exception from the Department of Accounts (DOA) to have UMW Finance Cards that are to be used to purchase items/services for student clubs. The UMW Finance Card for Student Activities and Engagement (SAE) may be checked out from the Student Activities and Engagement (SAE) Office Manager following the Finance-approved SAE Internal Procedures for using the UMW Finance Card. Please note that:
- Only a STUDENT who is a member of an SAE Club is allowed to check out a UMW Finance Card for Student Activities, AND
- The Banner FOAP funding the expense MUST be an SAE CLUB FOAP.
The student who checks out the Card is held responsible for ALL charges made against the Card during the time the student has the Card checked out, as indicated on the UMW Finance Card Agreement that must be signed by the Card user.
After the approved purchase has been made, the student should IMMEDIATELY submit the UMW Finance Card and ALL ORIGINAL, DETAILED, ITEMIZED receipts to the SAE Office Manager.
The Student Activities and Engagement (SAE) 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 provide a receipt to the cashier for a charge on the Card, the SAE 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 take a copy of the receipt from the Cashier and give a copy to the SAE Office Manager AND KEEP a copy of the receipt from the Cashier as proof that payment was made. The SAE Office Manager will attach a copy of this 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 amount of the “overage” or inappropriate expense 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 #1: UMW Finance Card violation consequences are found at Card Violation Consequences.
NOTE #2: In the event a UMW Finance Card is not available, the student may use his/her personal funds and seek reimbursement. See SAE for details regarding reimbursements.
Details regarding State Travel Regulations and expense limits can be found in Travel Information.