Only specific individuals are allowed to sign university contracts and finance forms. University signature authority is granted by the University President and is strictly outlined in the Signature Card for contracts and the List of Designated Signers for finance forms.  Please ensure your department is aware of the limited authority to sign documents on behalf of UMW. … [Read more...]

Due to lengthy internal processes required to ensure budgets are expensed appropriately and Bank of America gets paid on time, there have been changes to the billing cycle sign off deadlines calendar. These changes will take effect for the October 2023 billing cycle. Attached is a copy of the new billing cycle calendar which is also posted on the Procurement Services website, Billing Cycle Dates page. If you have any questions, please contact your SPCC Program Administrators. 2023-SPCC-Billing-Cycle-Dates_v2 … [Read more...]

We are planning the next BUG for Sept 13th at 1pm.  Outlook invite and Agenda forthcoming. … [Read more...]

eVA Approvers must be able to understand what they are approving on each line item of the eVA Requisition.  The word "invoice" or "see attached" are example of inappropriate line item descriptions.   Beginning immediately, If the Approver does not have a clear understanding of what they are approving, the Requisition will be Rejected. Read the Importance of eVA Descriptions … [Read more...]

Effective April 15, 2023, the Commonwealth Accounting Policies and Procedures (CAPP) Manual, which UMW’s SPCC Program must adhere to, changed the maximum allowable charge card fee percentage able to be charged by a supplier from 4% to 3%. The following provides guidance to Cardholders regarding how to handle charge card fees imposed by suppliers. https://adminfinance.umw.edu/procurement/spcc-charge-card-fee-guidance/   … [Read more...]

The final check run for FY23 is complete. All Purchase Orders in eVA must have the FY24 code selected. Continue to follow the year end procedures for FY24 direct payments. Continue to receive on your Banner eVA orders and send the invoice to AP. Zoom meeting to review End of Year and New Year Requirements scheduled for July 11th. … [Read more...]

Fiscal Year 2024 will be open in Finance on June 15th. The following activities will begin: eVA PO entries will begin feeding to Banner and will populate FY 24 on FGIBDST and SSB report views. FY 24 PO eVA entries can be received upon.  Remember to date stamp invoices and send to AP. You may begin entering FY24 Direct Pay entires.  A sample entry is posted on June 15th in the End of Year Calendar. Prompt Pay due dates for Direct Pay entries are listed here: https://adminfinance.umw.edu/ap/files/2023/06/June-2023.pdf Direct process questions to tess@umw.edu.   … [Read more...]

All PCO orders should be coded to FY24 All PO orders should be coded to FY24 unless payment is due on or before the last check run on June 23rd. End of Year Calendar and Information. … [Read more...]

In the interest of recycling and sustainability (see how I wove our theme from the last BUG meeting into this post? ), we (TESS & Procurement) have decided to reuse and repurpose the "eVA Blog" into BUG Bytes! This tool, which was initially created to notify you, our Buyers and other community members, of eVA implementation and related news, will now be employed to post quick and informative bursts of vital information, tips, and updates necessary to effectively conduct the business of the University. Yes, we will still send Cardholder/Approver information emails. Yes, we will still hold Zoom and in-person Buyer User Group (BUG) meetings on a regular (usually quarterly) basis, and we may give you a quick heads' up here! Yes, we will still use other communication methods as necessary and appropriate for the type of information being communicated to you. Please share the Subscription link with others as you see fit. Please note: you will need to confirm your … [Read more...]