BUG meeting

Date: Wednesday, March 16th, 2022
Time: 1:00pm
Location: Zoom
Join here!

Welcome new buyers!

Lauren Bass – Manager, Athletic Business Operations
Stephanie Turcios – Financial Aid Representative
Brandy Ellard – Director, Emergency Management and Safety
Toisann Miller – Administrative Coordinator, College of Education

Vacant position – Business Manager for Campus Rec & Res
https://careers.umw.edu/

Debra Cash, Accounts Payable Assistant Manager
Introduction of Christine Lynch, Sr. Accounts Payable Technician

Agenda:

Leigh Penn, Accounts Payable Manager

• Electronic signatures:  the requirement of digital signatures over manually entered names. Need help creating a digital signature? Check out this YouTube video
  

• Departments buying swag for new employees – this is not allowed with State Funds. Foundation Funds must be used for this type of purchase. If you are unsure or have questions, please contact Finance.
  Other purchases not allowed with State Funds can be found here, on the AP website Disallowed Expenses
• Box – coming soon! A new secure way to upload vendor registration forms. No purchase or training is required. AP will contact buyers with additional information via email.
• Travel reminder:  refresh your knowledge here
• Incorrect Invoices: What to check for and what to do if you find an issue – Leigh Penn, AP Manager

Incorrect line item description
Incorrect PO number
Line items descriptions do not match the PO
Incorrect pricing
*IF an invoice is incorrect and has been disputed, the VA Prompt Pay Act “clock” begins after the corrected invoice is received by UMW

Vickie Chapman, Associate Controller – Finance

• Subscribe to our eVA Blog
• April Readiness
• Quick NextGen eVA Demo and terminology and updates
• TESS Year-End Calendar – be sure to subscribe!
• 

May 2nd – NextGen eVA Go-Live!

Blackout dates: April 28th – May 6th.

• LMS is available for you but not required. LMS login and sign up page
  TESS will be providing virtual and in-person training and information sessions beginning the week of May 9th. More details coming soon!

Michelle Pickham, Contract Officer – Procurement

• PUG Bites (Pcard User Group) monthly informational sessions for SPCC cardholders
• SPCC travel reminders
• SPCC annual training
• Technology purchases and FY22 Year-End

Melva Kishpaugh, Director of Procurement – Supplier Reminders

•  Please use the eVA Registration page when purchasing from an unregistered supplier.
  
• Ad hoc vendor entries – Buyers; remember to reach out to suppliers to request self-registration.