May 2018 BUG Meeting
End of Fiscal Year 18
Friday, May 18th at 1:00PM
Eagle Village Suite 480, Conference Room
Agenda
Welcome, Meeting Overview and Intros
Sarah Carroll – Director of TESS
Welcome New BUG Members:
- Dona Green – Office Manager, Gari Melchers Home and Studio
- Marissa DiMeo – Office Manager, University Events and Conferencing
- Paige Shiplett – Finance and Marketing Coordinator, Center for Economic Development
- Zamara Montalvo-Perez – Business Operations Manager, Campus Recreation
Finance Team Updates:
- Melinda Albrycht – Assistant Director of Accounting, Finance
End of Year
Deadlines:
- Purchase Orders: Last safe week to enter new eVA EP orders that require processing and payment in FY18 has ended: May 14-18.
- Direct Pay entries must be complete and their associated invoices must be in Accounts Payable by Friday, May 18th for FY18 payment.
- Banner Receiving for current FY Purchase Orders must be complete and all invoices must be in Accounts Payable by Friday, May 18th .
- Last Check Run in FY18: Friday, June 22. Follow dates outlined on the Prompt Pay Due Dates document.
- All Banner Sessions posting charges to accounts need to be closed and information provided to Accounting by 4:00pm on Thursday, June 28th
- All Credit Card charges must be settled by close of business on Thursday, June 28th and submitted to the Cashiers by 9:00am on Friday, June 29th
- Please do not settle any additional Credit Card Charges until July 1.
- All Cash & Credit Card Transmittals and corresponding deposits and documentation from Cash Collection sites, must be delivered to the Cashier’s Office (Lee Hall 206) by 9:00am on Friday, June 29th.
Downtime:
Vickie Chapman – Assistant Controller, Systems
- Online Systems (QuikPay/Commerce Manager, Bosscars) unavailable beginning Wednesday, June 27th at 4:00pm
- Banner System Restricted Access begins Friday, June 29, 3:00pm – Sunday, July 1, 12:00pm
Reminder:
- Close Outstanding Encumbrances that will not be paid in FY18.
- Fiscal Year 19 is available in eVA
- End Users may begin entering Direct Pays into Banner on June 11th for new Fiscal Year. The Transaction Date must be changed to 7/1/2018.
New:
Leigh Penn – Accounts Payable Manager
- Add Location Code “PRIOR“ for SPCC transaction posted between June 16-August 15 or UMW Finance Card transactions posted between June 26-August 25 if:
- the goods or services were received prior to July 1.
- 50% or more of the goods or services were received prior to July 1.
- Examples of PRIOR
- KAHOOT! – Review
Finance
Vickie Chapman – Assistant Controller, Systems
- Banner 9
- New Navigation in QA
- SSB Report Issue – download report to view all items
- INB/SSB Training Materials are available on the TESS Instructional Materials website
- Currently in Draft format as changes are still happening.
- Introduction to CashNet
Training, Evaluation and System Support
Cat Parrotte – Asst. Director of TESS
- New eVA Buyer Portal beginning Monday, May 21st
- Annual Overtime Leave Election Period: June 13th – June 27th, Effective: July 10th
Accounts Payable
Leigh Penn – Accounts Payable Manager
- Hyatt Place – Debra Cash is now handling invoices from the Hyatt Place, please send all invoices to Debra.
- Business Meal and Food Approval Form
- The meal/food must be essential to conducting business of the University, involve substantive and bona fide business discussions, and be approved by the President of the President’s Designated Signer for your department. This form requires a detailed description of the business purpose for providing the food/beverage and discussion topics.
- Account Code: 71268C “Consulting Services” – To be used when UMW contracts with a company or individual that is providing advice or guidance
- Example: IT hires a firm to provide advice on how to handle upgrades and reporting
- Not related to firm providing specific task oriented processes or services (ie: writing reports or coding)
- Does not include guest speakers, lectures, interpreters or similar services.
- UMW Finance Card
- Late Payment – as with the SPCC, before paying a late invoice, you are required to request approval from the Program Administrator
- Vicki Eppes-Ward, UMW Finance Card Program Administrator or Leigh Penn, Backup UMW Finance Card Program Administrator
- Statement – You do not need to provide a print out of your UMW Finance Card statement to send to Accounts Payable
- Late Payment – as with the SPCC, before paying a late invoice, you are required to request approval from the Program Administrator
- Chrome River
Procurement Services
Angie Lilly – Contract Officer, Procurement
- Reminder: Annual Contract Administrator Training Deadline is Thursday, May 31st
- Required for all University Contract Administrators.
- New SPCC Cardholder Billing Cycle Statement available to Cardholders which includes a Comments column. Cardholders may delete the current recurring billing cycle statement and ccreate a new recurring SPCC Cardholder Billing Cycle Statement.
- WORKS Comments should include:
- eVA PCO Number
- If eVA Exempt – the Exempt Category
- Name of eVA/SWaM Vendor/DBA Entity Name or Contract Number
- Missing Receipt Statement
- Disputed Transaction Statement
- WORKS Comments should include:
James DeLoatch – Buyer Specialist, Procurement