Departmental Athletics Card

When traveling with one or more students within the realm of official UMW Athletic Coach duties, an official UMW Athletics Coach may “check out” a UMW Finance Card from the Athletics Office Manager to pay for TRAVEL-RELATED expenses, BUT ALL STATE REGULATIONS AND LIMITS APPLY. The person who signs out the Card is held responsible for ALL charges made against the Card during the time the Card is checked out.

The UMW Athletic Coach will follow the Athletics Office Manager’s procedures, but generally, the following will occur if you choose to check out a UMW Finance Card:

  1. Contact the Athletics Office Manager to request use of the UMW Finance Card and complete any paperwork or processes as instructed by the Athletics Office Manager.
  2. The Athletics Office Manager will have you sign a Purchasing Agreement to use the Card, and will give you a UMW Finance Card to use to pay for the travel-related expenses for you and the student(s).
  3. The Athletics Office Manager will email payables@umw.edu with any questions regarding allowed rates.
  4. When the traveler returns from the trip, the traveler should IMMEDIATELY submit the UMW Finance Card and ALL ORIGINAL, DETAILED, ITEMIZED receipts to the Athletics Office Manager.
  5. The Athletics Office Manager 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 charged expenses exceed ANY State limits, the Athletics Office Manager will ask you to deposit the “overage” immediately at the Cashier’s Office in Lee Hall.  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 the overage was paid by you.  Any disputes will be handled with the Accounts Payable Manager or Assistant Vice President for Finance. If you refuse to repay UMW for an inappropriate expense, Accounts Payable will file paperwork to have the money withheld from you by using the Commonwealth’s Comptroller’s Debt Setoff program, and you will not have the privilege of using this Card again.
  6. The Athletics Office Manager will submit all forms and receipts to the Accounts Payable Office. If Accounts Payable finds any unallowable expenses or any “overages” that the Athletics Office Manager 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 you by using the Commonwealth’s Comptroller’s Debt Setoff program, and you will not have the privilege of using this Card again.

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