BUG Meeting

Date: Tuesday, November 14th 2023
Time: 1:00pm
Place: Hurley Convergence Center, Digital Auditorium

Note: in-person, Zoom will not be available

Agenda 

Welcome!- We Appreciate You. YOUMW

TESS  – Vickie Chapman, Assistant Controller
Vanessa Koszyk, Director TESS

• UMW Mission Statement
• Department Mission Statement search results
• How does your role as a buyer and the items you purchase support the mission of the university?
  • Example: UWM Police Department Mission Statement
• Clothing Table , Requisition worksheet and Table Items Activity
• https://eva.virginia.gov/index.html–
• Requisition fields review
  • Line item descriptions – clearly identify your purchase items
  • Comments – where do they belong?
    • • Supplier Comments (located on the REQ Header) labeled “Comments”
        • Information intended for the supplier
      • Internal Comments – located toward the bottom on the REQ Header page
        • Information for internal purposes such as micro-quote, clothing justification, cabinet or IT approval acquired
      • Line item comments – located within the line item
        • specific information about the line item- not the best location for Approver reviews.
  • Clean up! review and cancel requisitions in Draft or Request Rejected status that are no longer needed

Accounts Payable  – Leigh Penn, Accounts Payable Manager

• Prompt Pay Due Dates – new!
• Holiday Break, December 21st – January 7th.
  • Review the Prompt Pay Due Dates for invoices due to AP in time for the last check date in December.

Kathy Sandor – Director, Business Services

• Sodexo Update
  • Catering invoices – the due date has been extended to 45 days, invoices paid after 45 days will accumulate interest and is paid by your department.
    • Net 16 from the receipt of invoice for board and flex plans (student meals)
  • Exclusivity requirement
    • Process review for requesting a waiver, and conditions where are a waiver might be granted
  • CRUC – faculty/staff meals costs will increase to $7.00 beginning January 1st, 2024.
  • Menus, Nutritional Information and instruction for download the Everyday App can be found here. The Everyday App put menus and nutritional information at your fingertips.

Procurement – Melva Kishpaugh – Director, Procurement Services
Michelle Pickham, Senior Contract Officer

• Upcoming New Office Supply Catalog – Staples!

UMW Holiday Calendar 2023-2024

SPCC –
November 

• Billing Cycle: October 14 – November 15
• Sign Off Deadline: End of Day (11:59pm) *November 20*
• Thanksgiving Break: November 22-24 (CLOSED)
  • It’s a good idea to include in the Supplier Comments of your eVA order the dates UMW is closed for Thanksgiving Break and that we will not be able to accept deliveries during that time.
• Scheduled leave does not exempt you from these deadlines.

December

• Billing Cycle: November 16 – December 15
  • Please try to cut off making purchases at least a week before the break to ensure transactions don’t hit last minute on your account
• Sign Off Deadline: End of Day *December 18*
• Winter Break: December 22 – January 5 (CLOSED)
  • It’s a good idea to include in the Supplier Comments of your eVA order the dates UMW is closed for Winter Break and that we will not be able to accept deliveries during that time.
• Scheduled leave does not exempt you from these deadlines.

Planned Vacations/Out of Office: If you or your approver have planned vacation or out of office days that coincide over a sign off period, please contact Michelle Pickham or Lindsay Fare ASAP so we can ensure you have approver sign off coverage during that time. Planned vacations or out of office time does not relieve you of your sign off requirements or the ability to be swept.

Reminder:  Holiday decorations and party supplies cannot be purchased using State funds.

Please review the Gift Policy located on the Procurement website as it relates to giving and receiving gifts.

1 Pepsi Prize BUG Giveaway: $25.00 drawing