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BUG March 2019

 

 

March 2019 BUG Meeting

Wednesday, March 13th at 1:00PM
Location: Eagle Village Suite 480 – Conference Room

 

Agenda

Welcome, Meeting Overview and Intros

Vickie Chapman – Assistant Controller – Systems, Finance

Welcome New BUG Members:

  • Mary Frances Gallagher  –  New position as the Capital Outlay Business Manager, Facilities Services. Mary Frances had previously worked as the Fixed Asset Coordinator for Purchasing and Central Stores.
  • Stefanie Chae – Graphic Artist, Division of Teaching and Learning Technologies
  • Ryan Hastings – Program Support Technician,  Registrars office

Julie Smith – Associate Vice President for Finance, Finance

Finance Team Updates:

  • Joan Sample – Controller, Finance

Melva Kishpaugh – Director of Procurement Services, Procurement

Procurement Team Updates:

  • Tracy DeBernard – Contracts Coordinator, Procurement

Finance

Vickie Chapman – Assistant Controller – Systems, Finance

Julie Smith – Associate Vice President for Finance, Finance

 

Accounts Payable

Leigh Penn – Accounts Payable Manager, Finance

  • Gift log forms must be sent to Accounts Payable in a timely manner. Gift Log Forms for Students or Employees who win Cash Prizes and/or Gift Cards are sent to Accounts Payable and recorded by Payroll.
  • Business Meal Form
    • Remember to include the date beside the Requestor’s signature in item 4.
    • When to use Account Codes 71264, 71264S or 71362
      • 71264 – Business Meals – Used only when employees are in attendance at the meal – available in the Account Code drop down on the Business Meal Form
      • 71264S – Business Meals – Used when two or more students are in attendance at the meal – available in the Account Code drop down on the Business Meal Form
      • 71362 – Food Supplies – Not to be used when the meal is at a restaurant – not a selection in the Account Code drop down on the Business Meal Form, will need to be handwritten on the form.
  • What  On Time payments mean to UMW
  • Reporting
    • UMW Finance is required to report the number of late payments made each quarter. If more than 5% of payments made in a quarter are late, then UMW is out of compliance and reported as such in the Comptroller’s Quarterly Report.
    • What can you do?
      • It is extremely important that vendors send all invoices to UMW Accounts Payable department. Do not ask them to send invoices to a particular person in your department. They should be mailed to Accounts Payable or emailed to payables@umw.edu
      • If a vendor does send you an invoice – Urge your staff and coworkers to date stamp all invoices when they are received and forward them immediately to Accounts Payable in Eagle Village, Suite 480.

Procurement

Michelle Pickham – Contract Officer, Procurement

  • Reminder: Annual 2019 SPCC Training for all Cardholders and Approvers is due April 1, 2019. Weekly reminders will be emailed.
  • Upcoming changes to IT procurement that affects buyers.
  • Reminder: UMW has an eVA Approval Bypass for certain contracts (all print contracts, some science contracts, TSRC, etc.) Be sure to record the contract number in your eVA order for those contracts to Bypass Procurement’s approval.
  • SWaM v.s. Contract – When entering an order an order into eVA that is a SWaM vendor and also on contract, be sure to add the contract number in the Contract Number Field in eVA even if the order is less than $5,000. This is important for potential eVA Approval Bypass and reporting.
  • TSRC’s Best Value list is posted publicly on Cobblestone for buyer use and information.
  • Procurement Staffing Changes: Procurement is undergoing some staff rebuild so please be understanding and patient with us as we work through increased workload, training new individuals, etc. Please indicate if something is urgent and requires immediate attention so we can help prioritize.