July 28, 2026
1:00 – 2:30 PM

Welcome new BUGs

• Caitlin Rigonan – James Monroe Museum, Assistant Gift Shop Manager
• Ebony James – Procurement, SPCC Program Administrator Procurement Analyst

Procurement & SPCC – Melva Kishpaugh, Director of Procurement Services and Jennifer Buist, Contract Officer

• Taxes – Please remember to change the Tax Status for each transaction from “Sales Tax Included” to “Non-taxable Purchase” when allocating in Works if no tax was actually charged.  Email SPCC@umw.edu if you need assistance with this.
• External Fraud on SPCC – There have been a few external fraud situations over the past couple of months.  Please check your transactions often and alert BOA (call the number on the back of your card) and the Program Administrators at SPCC@umw.edu if you notice any fraudulent charges.
• eVA Orders – When entering contract numbers on your eVA orders, please remember to reference the Master Contract number.  Majority of the time this can be found in Cobblestone.
  • The Master Contract number for UMW issued contracts beginning with UCPUMW, UMW, or SPP are listed as the “Contract Number (#):” in Cobblestone.
  • The Master Contract number for cooperative contracts is listed as the “UMW Reference or Other Agency COOP:” number.

Training Compliance and System Support – Stacy Roe, Assistant Director of TCSS

• Fiscal Year End – Open Encumbrances updates
• Change Orders- Use the comment section to detail the change. When entering the details, think about how you would explain the change to someone that doesn’t know about the purchase. This will ensure the changes are made to your specification. The reason for the change should also be listed.
• Example of details for common change orders.
  • Changed amount: Increased line item 1 to $150.00. Change is due to increased invoice.
  • Added line item: Added line item 5 for $200.00. Additional work needed to complete project.
  • Delete line item: Deleted line item 3.  The product is no longer available.
• Fund code 3511 is no longer valid. Please use fund code 3111 on all new orders. The rest of the FOAP will be the same, unless Budget has told you otherwise. If you have specific questions about your budget, you can reach out to your Budget Analyst. If you have an order that has not been paid yet, please complete a Change Order to update the Fund code.
• Change Orders from PCard to Check payment. Verify if the vendor charges credit card service fees prior to entering the Purchase Order. We are seeing an increase in vendors charging these fees.
• Purchases orders show in Banner the next business day after they are approved in eVA. For Change Orders, TCSS receives notification the next morning. Several Change Orders require manual input. We strive to have all Change Orders completed by 10am.

Accounts Payable – Lauren Bass, Accounts Payable Manager

• Date stamp ALL invoices (including Sodexo invoices). All invoices MUST have the date they were received by UMW stamped on them (or have the email in which they were received attached), otherwise Accounts Payable will have to return them to you.
• Prompt Pay Due Dates: 30-Day Prompt Pay Due Dates – Accounts Payable  If you are submitting an invoice for late payment, regardless of the type of invoice, include the reason for the late payment with the paperwork.
• Receiving in Banner – Reference Chart: Banner Receiving – Quick Reference Chart 
• Faculty/Staff should be going through department cardholders to purchase goods and services. The procurement process needs to be followed, even when seeking reimbursement through Emburse Enterprise. Purchasing goods and then seeking reimbursement through Emburse Enterprise causes more people time. The department credit card(s) is there for the purpose of purchasing goods and services for the department.
• Gold Card Payments: When requesting the SPCC Gold Card be used to pay a credit card invoice over $10,000. (If purchase is over your STL of $5,000, but less than $10,000, you should request a temporary STL increase: SPCC & Gold Card Profile Change Request – Procurement Services) 
• Make sure you select, “Lauren Bass” as an Ad Hoc approver in the eVA requisition 
• Select, “Payment by SPCC” in Header 1 field 
• Leave the “Pcard” field blank, Lauren will complete that when the requisition comes to her 
• Be sure ALL required paperwork for an SPCC payment is attached – invoice/quote, cabinet-level approval, IT approval 
• Be sure to find out of the vendor charges credit card fees and let Lauren know when the req is submitted 
• Provide payment information (link, email, etc) to Lauren upon receipt of the invoice
• Know your FOAP and any limits for the FOAP 
• PowerPoint Presentation