Important SPCC Information & Updates

Updated March 24, 2020

Information included on this page: New Purchase/Payment Approval Request Process, Remotely maintaining SPCC Files, Works Document Upload Guide, Date Stamping Invoices, Annual SPCC Training Deadline, Travel Purchases Affected by COVID-19, Changes to the Maximum Single Transaction Limit, Changes to the University’s Single Quote Limit, and FY20 End of Year Updates.

New Purchase/Payment Approval Request Process

Added March 24, 2020

As we continue the vital mission of educating our students during this unprecedented health crisis via innovative methods, we must also be mindful of the impact this could have on our operating budgets. Therefore, in the interest of the larger University financial picture, all purchases and/or payment of goods and services, with the exception of Emergency Management and Facilities, require Cabinet-level approval prior to procuring, regardless of fund source and payment method. To ensure approvals are obtained prior to purchasing or making payment, all SPCCs, except those mentioned above, have been hereby suspended until further notice. To facilitate this process, please fill out this Purchase/Payment Approval Request form for Cabinet review. An FAQ page for this process is forthcoming.

Tips for Remotely Maintaining SPCC Files

Added March 20, 2020

Working remotely has some challenges when it comes to maintaining physical SPCC files. Cardholders are still expected to complete physical payment card files when operations return to normal on-site conditions. The Reconciliations page has been updated to include some tips on how to successfully manage all needed documents you will need to print later to compile this file. If you have any other tips you think would be helpful for others, let me know and I will include it.

Works Document Upload Guide

Added March 16, 2020

In preparation for any potential future decisions made by the University, I wanted to strongly encourage all Cardholders to start using the Works document upload feature. The University is already encouraging teleworking, but in the event that it escalates and more folks begin to exclusively telework, the Works document upload functionality will ensure you and your approver’s ability to be able to properly review your file documents before approving. I realize this may be hard if you are working from home and may not have access to a scanner, but if you receive any receipts through email or other electronic means, you can still update those directly into Works without needing a printer or scanner. If you need assistance making a website screen or email a pdf, I’d be happy to assist.

Works Document Upload Guide

Date Stamping Invoices

Added March 12, 2020

Invoices need to be date stamped as soon as they are received by UMW. If you receive an invoice which was previously received by another individual or department, including by Accounts Payable, the 30-day count down for prompt payment starts according to the date the invoice was INITIALLY received at the University, not received by you. Thus, date stamping is important to ensure we pay all invoices properly and on time. Do not let an invoice sit on your desk without date-stamping, and please encourage your colleagues to date stamp if they receive an invoice directed for someone else.

Annual SPCC Training DUE Friday, April 17, 2020

Added March 11, 2020

Each year the University must certify with DOA that all Cardholders and their Approvers have taken the SPCC Training. For any Cardholders or Approvers who have taken this training after January 1, 2020, you do not need to take it again. For all others, please visit the Small Purchase Charge Card (SPCC) Training page on the Procurement Website, review the slides in Step 1, then take the quiz in Step 2. You must score a 10/10 on the quiz in order to complete this requirement. If you have any questions on whether you’ve completed this requirement, please contact me or Lindsay Fare to check.

Travel Purchases Affected by COVID-19

Added March 11, 2020

Some of you may have already experienced some hiccups related to travel purchases due to the COVID-19 outbreak. If you have purchased travel (airfare, taxis, train tickets, etc.) with your SPCC and that travel has been canceled by the airline or travel business, please contact the airline or travel business to request a refund back to your SPCC for the full purchase amount. If they will not allow a refund back to your SPCC, please contact myself or Lindsay Fare. We are currently awaiting guidance from DOA on recommended next steps as this is not a typical situation. Once we receive more information from DOA, I will send more detailed information to you.

Changes to the Maximum Single Transaction Limit

Added March 11, 2020

What is it?

First, what is a “Single Transaction Limit?” Single Transaction Limit means the maximum dollar amount a Cardholder can spend on ONE transaction. The Department of Accounts (DOA) sets the state-mandated maximum limits, however the University can set its own standard limits for any amount below that.

How do I know what my Single Transaction Limit is?

If you don’t know what your single transaction limit on your SPCC is, you can ask myself or Lindsay Fare, or follow these steps to check in Works:

  1. Log into your SPCC Works Account
  2. Under the Account Dashboard section, select drop down by Account ID and click View Full Details
  3. In your full profile details, select the Tab for “Spend Control Profile” and what is listed under “current profile” includes your single transaction and cycle limits, and tells you if you have any restrictions allowed.

What is staying the same?

  • Your individual permanent SPCC Single Transaction and Cycle Limits are staying the same.
  • Quote and eVA entry requirements stay the same.
  • Allocation, sign off, and file documentation requirements stay the same.

So what is NEW and when is this changing?:

The University is raising its Single Transaction Limit from $5,000 to $10,000 to mirror DOA’s recent change. This change is taking effect starting at the beginning of the April SPCC Cycle – March 14, 2020 (which is a Saturday).

How does this affect you?

If you need to make a purchase between $5,000 and $10,000, you no longer have to put it on Leigh Penn’s Gold Card! Simply fill out the SPCC Profile Change Request Form on the Procurement website OR contact myself or Lindsay Fare to give you a temporary increase to make the payment. For any other times you need to make a purchase that exceeds your single transaction limit, contact me or Lindsay Fare to increase your limits appropriately. Adjusting a Cardholder’s limits to $10,000 STL / $50,000 CL is on an as-needed basis only, unless there is documented need for a permanently higher limit.

Changes to the University’s Single Quote Limit

Added March 11, 2020

What is it?

First, what is a “Single Quote Limit?” The term Single Quote Limit means the University has to receive or attempt to receive a minimum of ONE quote from a micro-certified business if the purchase is not being made with a vendor on contract or is not exempt from competition per the University’s Small Purchase Procedures.

What is staying the same?

Much of what you already know and do STILL applies:

  • Small Purchase Procedure exemption tables for competition (quotes) and/or eVA requirements still apply.
  • Purchasing from vendors on contract or those exempt per the above SPP exemption tables still supersedes the need to get certified-micro business quotes.
  • The University’s overall SWaM goal still remains at 42%

So what is NEW and when is this changing?:

The Single Quote Limit is changing from $5,000 to $10,000! This change is taking effect starting at the beginning of the April SPCC Cycle – March 14, 2020 (which is a Saturday).

How does this affect you?

You now only need one qualifying micro-business quote for purchases up to $10,000! You no longer need to seek additional competition for purchases between $5,000 and $10,000! However, please contact Procurement Services for assistance if needed.

FY20 End of Fiscal Year Information

Added March 11, 2020

The following End of Year dates and information are important to note:

  • March 26, 2020 – Deadline to submit Standard and Non-Standard IT Equipment and Software forms for review and processing. This deadline is set to allow IT enough time to review, ask further questions if need be, and approve your IT requests. You may still submit requests after this deadline, but there is no 100% guarantee they will be approved and therefore purchased in time to make it on your FY20 budget.

***Due to COVID-19 (Coronavirus), shipments of parts, materials, and hardware are becoming increasingly delayed from manufacturers overseas. Because of this, many distributors are having delayed ETAs for items commonly requested for both Apple and non-Apple products. Please be aware that even if you meet the deadline above for submitting your IT request, your actual item(s) shipment and delivery may be delayed, potentially causing the charge to not hit your FY20 budget in time.

  • May 8, 2020 – Last SAFE day for using the SPCC. You may use your SPCC after this deadline, but any transactions that post to your Works account AFTER May 15th will hit the new FY21 budgets. The last FY20 billing cycle dates are April 16 – May 15, 2020.

For a full listing of End of Year dates, check out the FY20 End of Year Memo from the Budget Office.