BUG Meeting
When: Wednesday, April 19th 1 – 3pm
Where: CRUC, Colonnade Room
Welcome new BUGs
Greta Kratowicz – Operations & Testing Manager, Office of Disability Resources
Kelsey Proctor-Academic Support Centers Manager, Speaking and Writing Center
Vicki Eppes-Ward-Assistant Controller-Compliance, Finance
AGENDA –
Project Recycled Runway
Guest Speaker and Judge: Sean Morrow.
Sean Morrow is UMW’s Sustainability Coordinator in the Office of Sustainability, centered within Facilities Operations. In his current position, Sean works on programs and initiatives such as plastic phase-out, recycling efforts, and climate action planning, to help guide the university to more ‘green’ standards. He currently serves as co-chairs for both the President’s Council on Sustainability and the Climate Action Task Force.
The Climate Action Task Force was formed in March of 2022 to research the University’s transition to renewable energy and net zero greenhouse gas emissions. The group is currently writing the University’s first Climate Action Plan, which will lay the groundwork for achieving these important goals.
CAS meeting topics:
- Entry of the contract number within the Req External Contract field.
- Process is manual, requires entry on each line item, requires reentry on change order.
- Duplication of your work and time.
- TBD on DGS enhancement for copy feature and/or bring in contract number directly from catalogs.
UMW-eVA-Vendor-List-Lindsays-Top-50
Requisition Rejections
- In legacy eVA, procurement had the ability to edit your order. This function is not allowed in NextGen. In order to ensure compliance with contract, internal and external regulations, requisitions are rejected to allow editing.
Procurement
What is Being Reviewed on a Requisition?
Reminder: We are in the last billing cycle of FY23. For transactions paid by SPCC to hit on your FY23 budgets, they MUST post to your Works account no later than May 15th. Any transactions that post May 16th or later will be on your FY24 budgets. There are no exceptions.
SPCC: Change to maximum allowable charge card fees change from 4% to 3% beginning April 15th
eVA Registration
Requesting supplier (aka vendor) self registration is not new.
Self registration allows the supplier to update their eVA profile
- address changes
- tax information
- contacts and the like.
We have found that State Entered vendor (that is when someone else enters the supplier information) creates a separate set of problems for data ownership and updates. Security requirement make it almost impossible to act on behalf of a supplier.
How do suppliers register with eVA?
How do State Entered Vendors correct their eVA Registration?
How do I Confirm the Supplier Received the Order?
Self Registered Suppliers
- view History of PO Sent. Sample of when it all goes right:PO04269040
State entered & non registered (aka Ad Hoc) Suppliers
- Buyers will not receive confirmation on Confirming Orders.
- Suppliers will not receive electronic orders
History of PO sent and email notifications are not seen on Confirming Orders (also known as Internal Orders), Punch out Catalogs or Ad Hoc.
check out the 2/15 DGS BUG, scroll forward to 32 minutes of play for information and demonstrations.
How do I print the order to send to the Vendor?
- From the PO navigate to Other Actions, Send PO.
- Open the Supplier Contact dropdown, choose a supplier from the list and send.
If there are no suppliers listed in the dropdown, print the PO and send via email to your personal contact.
eVA, Cardinal & Banner Relationship
Best scenario:
- Vendors Self Register with correct tax information, contact information, address information and attach their correct and corresponding W-9 form
- Data from eVA is sent to Cardinal and Cardinal approves (activates) the vendor. Cardinal ID is issued and feeds to Banner.
- Vendor completes UMW Banner forms (for check requests only). Name, tax and address information matches with eVA, Cardinal ID populates Banner and the Cardinal Verified Vendor Report is updated.
For check payments -UMW cannot pay any vendor that is not approved in Cardinal. You must review the Cardinal Verified Vendor Report prior to vendor selection to ensure payment for goods and services. A UMW contracted vendor, past payment, or payment card payments does not mean the vendor is Cardinal approved- always review the report.
Reality:
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- Tax forms submitted to UMW do not match eVA Tax form for address or Tax ID
- Tax identification numbers do not match IRS check performed by UMW
- Forms returned do not have the proper electronic signature. Hand signature is preferred.
- Forms returned are not returned in pdf format and require reconversion.
- Cardinal disapproves use of vendor due to any conflicting information, including addresses.
- Vendors do not know they were state entered and have difficulty updating their eVA registration.
- Self registered vendors do not understand the eVA registration process due to company turnover, lack of training in new system, may have issues obtaining eVA support for their specific need.
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- Vendor management takes outreach to external agencies and outreach to the vendor.
- Establishing the vendor profile in Banner requires a 3-way match with eVA/Cardinal and Banner (4 if you count the IRS TIN match process)
- It takes a minimum of two weeks to establish a Banner vendor.
Email template: BOX instructions sent to vendors – this is the email Accounts Payable sends to vendors as part of the vendor establishment process.
Love the drama? AP is hiring a P/T position for vendor management- $20.00 per hour. Visit Careers.
Misc. Reminders:
Instructional Materials:
https://adminfinance.umw.edu/tess/training-and-system-support/revised-instructional-materials-page/
Review the End of Year Calendar. Vanessa is already outreaching for open order closure.
An upgrade to MyTime will be implemented this fall. Training classes will be offered in person and via Zoom.