Faculty Guide To Finance, Budget & Procurement Fundamentals

Welcome – Tim O’Donnell,  Provost

Panel Introductions:
Pamela Taggert, Executive Director of Budget and Financial Analysis
Kate Wheeler, Budget Analyst
Chris Wesley, Budget Analyst
Julie Smith, Associate Vice President for Finance and Controller
Lauren Bass, Accounts Payable Manager
Lindsay Fare, Senior Contract Officer
Stacy Roe, Assistant Director of Training, Compliance, and System Support
Ann Hodges, UMW Foundation Senior Accountant

Closing Remarks – Tim O’Donnell, Provost

The vast majority of spending at UMW comes from State appropriated funds, therefore purchases must be considered essential to the operation of the University and in support of its mission.   

• Nearly every purchase requires some type of preapproval.   

• Since all State-funded expenditures are subject to public scrutiny, consider the appearance of purchases and supporting documentation.   

• Finance supports the management of financial resources in a way that will maximize support for the University community, while providing proper stewardship of public assets.  Finance operates in accordance with the Virginia Commonwealth Accounting Policies and Procedure (CAPP) Manual and the Governmental Accounting Standards Board (GASB).  The University is audited annually by the Commonwealth’s Auditor of Public Accounts. 

• Procurement Services is the central contracting office for the University.  Procurement Services supports the purpose and goals of the University of providing a superior public liberal arts education by assisting the University community in the procurement of high quality goods and services at competitive prices.  All procurement, regardless of funding source, is subject to the laws and regulation of the Governing Rules, the Commonwealth of Virginia Purchasing Manual for Institutions of Higher Education and their Vendors, and University Policies and Procedures. 

 

UMW FUNDING SOURCES 

University Funding 

The Office of Budget and Financial Analysis supports the university community in meeting its strategic and operational priorities by providing technical assistance and analysis in planning, administering, and monitoring the budget. 

The Budget Office is responsible for preparing the university’s annual budget and making periodic changes/adjustments as needed. The budget is created, then uploaded to Banner’s Financial Module by the assigned FOAPAL. Operating budgets can include personal services, operating, and equipment. 

The UMW operating budget is structured around four fund groups: Educational and General (E&G) Programs, Auxiliary Enterprises, Museums and Cultural Services, and Higher Education Research Centers. These sources are managed using the University Chart of Accounts. 

The Chart of Accounts consists of six elements: Fund, Organization, Account, Program, Activity, and Location. The selected combination of elements, referred to as FOAPAL indicates where and how the transaction should be recorded. 

A person or a department can be assigned multiple FOAPAL’s depending on the source of the funds they’ve been allocated. 

Some individuals and departments may receive external grants or other funding that is outside the University’s operating budget. Elements for these funds are added as needed and are assigned a unique FOAPAL. 

Funds Specific to Faculty for Professional Development and Research 

Faculty 500 

Faculty each receive $500.00 intended specifically for professional development. 

The Faculty 500 is automatically distributed into each faculty member’s unique Organization code at the beginning of the academic year. Funds cannot be shared or distributed to Department operating budgets. 

1111-Faculty Org-10460 

Faculty Development Supplemental Grants 

These grants are intended to supplement faculty that is not research related. 

Funding is allocated and awarded independently by college through an application process. 

CAS = 1552AS-Faculty Org-10460 

COB = 1552B-Faculty Org-10460 

COE = 1552E-Faculty Org-10460 

Faculty Research Grants

These grants are intended to supplement faculty research. 

Funding is allocated and awarded independently by college via an application process. 

CAS = 1553AS-Faculty Org-10220 

COB = 1553B-Faculty Org-10220 

COE = 1553E -Faculty Org-10220 

Undergraduate Research Grants 

These grants are intended to support undergraduate student research with faculty sponsors. 

Funding is allocated and awarded via an application process. 

1557-Faculty Org-10220 

Please contact Betsy Lewis, Director of Undergraduate Research, with any questions. 

 

BUDGET AND FINANCE REPORTING

Banner SSB Budget Queries allow flexibility in budget viewing by a variety of levels.  Banner SSB is valuable for reviewing operational budgets by Organizational and Grant code hierarchy.  Query Tiles can be created by the user to save and organize various views for real time updates and transaction drill down.  Popular queries include those for department grants by individual or fund source. 

Customized SharePoint reports are available to those with Finance access.  Popular reports are the Organizational Hierarchy report to assist with SSB queries, the Account code Hierarchy for understanding budget expense codes and the Payroll Detail Report that is used in coordination with the department’s budget for payroll expenses. Banner SSB: Budget Status by Organizational Hierarchy guide.

Training, Compliance and System Support is responsible for Banner finance securities and training for budget reporting and related questions. 

 

OTHER FUNDING SOURCES 

UMW Foundation Funding 
UMW Foundation funds are managed by the Foundation outside of the Banner Finance module.  Questions regarding Foundation funds or project balances can be submitted on the UMW Foundation website: www.umwf1908.org Contact Us or by contacting Ann Hodges, UMW Foundation Senior Accountant at: ahodges@umwf1908.org or 540-654-2080. 

Foundation fund creation starts with the Donor Relations Director in Advancement and is coordinated with the Foundation. The Donor Relations Director will work with the requestor (usually the Chair or Program Director) to determine fund setup.  Some funds have terms with fiscal year budgets and restrictions that determine how the money can be spent, while others allow spending at the discretion of the Chair within donor restrictions. All funds are donor provided with accountability for use required. 

Each semester, the Foundation meets with the Provost and Dean to review Foundation accounts and balances.  The Deans further disseminate the information to the Chairs. 

Faculty and staff may request withdrawals and deposits using the Request for Foundation Funds (RFF) form located at https://www.umw.edu/in/foundation-resources/ or the deposit Transmittal form.  The RFF is emailed to umwf-accountspayable@umwf1908.org with all receipts and required backup. If funds are to be used for payment to Faculty or staff, outside of direct reimbursement for expense, a special pay form must be used and the funds must be added to the employee’s paycheck. 

When making purchases that are supported in part by Foundation funds, the purchase should be made through the University using state funds, state procurement procedures and state or university contracts then reimbursed by the Foundation. Use the Request for Foundation Funds form to initiate reimbursement from the Foundation. Please work with the designated buyer supporting your department. 

If your purchase is not allowed using State funds, then it must be made directly from Foundation funds. You’ll find more information regarding disallowed expenses on the Accounts Payable website. 

External Grants and Funding 
All proposals for grants, fellowships, contracts or agreements to provide services to be funded by any external entity require formal approval prior to proposal submission. The steps involved in obtaining that approval, along with forms and information to help with your proposal, budget, and applications, are on the website at https://provost.umw.edu/grantsoffice/.  

Please plan ahead and notify Julie Smith at jsmith23@umw.edu of your intent to apply by providing a link to the solicitation at least three weeks before the proposal due date.  If you have a draft budget and work plan, provide those, as well. Federal grants require more lead time and significantly more documentation, so please allow additional time to complete these types of grant proposals.    

It is always a good idea to involve Procurement Services at an early point in the grant process; and particularly so if funding is expected to exceed $200,000.  Communications with Procurement Services at the point of proposal, including sharing grant requirements and the proposal document means that required due diligence for ultimate public Procurement compliance can begin early, saving everyone’s time post-award.   

 

OUT OF STATE HIRING

The University recognizes the occasional need to hire or reassign an employee who will reside and perform their work outside the Commonwealth of Virginia.  Employees who work outside of Virginia subject the University to the other states’ laws and may result in additional insurance, taxes, compliance regulations, payroll requirements and costs.  Therefore, hiring or reassigning employees to positions outside of Virginia must be supported by an important University business purpose and not merely an accommodation for the employee. 

To facilitate the process, the hiring department must notify the University of any prospective employment arrangements involving University employees working outside the state of Virginia by submitting an Out of State Employee Approval Form to Human Resources and Payroll.  The form should be submitted at least 60 days prior to the desired start date. This deadline is necessary to ensure that the University is compliant with the related laws and regulatory requirements of the other state. Notification of less than 60 days prior to the desired start date may result in financial or legal penalties to the University and a delayed start date for the employee. 

The hiring of employees out-of-state may necessitate that the University retain the services of outside consultants to assure compliance, and in some cases, liability for employment and benefit related issues.  These costs will be charged to the department.  Failure to report out-of-state employees to the University in a timely manner may also result in the assessment of other penalties by the other state or country, which will also be assessed to the assigning department. 

The University is not legally allowed to hire employees to work outside the United States. In order to do this, UMW would have to contract with a third party to act as an employer of record (EOR).  EORs add another layer of compliance and cost to the University.  At this time, UMW does not have an EOR contract. 

If you’re hiring someone currently living out-of-state who plans to move to the area, be aware that the University does not offer a moving and relocation allowance. To discuss other transition incentives, contact Human Resources. 

 

STUDENT EMPLOYMENT

When considering student employment, start with the Tasks & Support page posted by Financial Aid. The Hiring a Student Employee section provides step by step guidance on budgeting, posting the job, interviewing, contracts and stipends. Review the Supervisor Information page for student eligibility, the hiring process, work hours, paperwork, and related payroll details.   

Students CANNOT begin work until a Work Authorization notice is provided to the student and the supervisor by Student Employment.  The Work Authorization confirms that the individual is legally permitted to be employed and begin work.  Allowing anyone to begin work prior to that authorization can lead to severe legal penalties. 

Please note, students cannot be paid directly from the UMW Foundation. If using UMW Foundation funding for student wages, please follow the same student employment policies using your individual Faculty Org code and Program code 10460 as the FOAP to charge on the Student Employment form and notify your budget analyst. Student Employment must have approval from Budget to use a faculty FOAP before employment. You will also need to submit a Request for Foundation Funds form to the UMWF to reimburse the student’s wages at the conclusion of employment. You will need to include payroll documentation and the reimbursement FOAP which should include Account 56420 and Activity UMWFND. 

(Ex. 1111-Faculty Org-56420-10460-UMWFND) 

The university’s payroll and leave tracking system is called MyTime.  Instructional materials are available on the website and personal training is available upon request. 

 

 PROCUREMENT SERVICES 

The source of funds may dictate permitted use, in terms of ability to purchase certain goods and services, as well as the University card that may be used to make purchases and payments. The cost of a purchase is also a factor which may dictate the procurement method as well as the length of the procurement process.  Engaging Procurement early in a project helps to ensure that all Procurement requirements are met and ultimately creates a more efficient process to obtain necessary goods and services. 

University Small Purchase Procedures cap transactions at $200,000.  Individual delegated authority outside of Central Procurement remains currently at $10,000 (Single Quote Limit). Transaction amounts exceeding $10,000 require an existing contract or other Procurement Action which may include an RFP or other formal solicitation process. 

The UMW Procurement Services Team, comprised of Contract Officers, Senior Contract Officers, and a Small Purchase Charge Card (SPCC) Program Administrator & Procurement Analyst, and led by the Director, is responsible for managing the process of acquiring goods and services for the University within the constraints of applicable Virginia Procurement law. 

Procurement Services assists the University community in the procurement of all goods and services and ensures that all procurements are carried out in an effective, economical, fair and impartial manner, and remain subject to the laws and regulations of the Governing Rules, the Commonwealth of Virginia Purchasing Manual for Institutions of Higher Education and their Vendors, and any applicable University Policies and Procedures, regardless of fund source. UMW Procurement Services must also promote opportunities for all businesses, particularly small, very small (micro) or disadvantaged businesses. 

The UMW Procurement Services team: 

• Works directly with departments and their educated buyers to advise and inform on procurements,
• Manages small purchases, and those which require a formal solicitation process, 

• Maintains alliances and professional memberships for the benefit of UMW, 

• Reviews purchase requisitions (currently eVA) for approval (for compliance with Procurement requirements), 

• Reviews reimbursement requests to ensure that applicable procurement requirements are met, 

• Purchases technology and equipment, 

• Reviews, signs, and otherwise manages contracting for the University, 

• Coordinates with suppliers and contractors, UMW IT, Office of Disability Resources, and UMW Accessibility to ensure University contracts comply with applicable laws and University policies; 

• Manages the small purchase charge card program, 

• Assists UMW Contract Administrators to manage over 600 University contracts,  

• Supports the University community in locating and certifying qualifying local and other businesses as SWaM, and; 

• Coordinates outreach /educational opportunities for University employees and businesses. 

 Authority to sign contracts for the University is delegated by the University President, and may be further delegated, through Procurement Services.  Contracts signed by individuals on behalf of the University who are not authorized to do so may be voidable. 

 

UNIVERSITY CHARGE CARDS

Charge Cards are highly regulated by the Commonwealth of Virginia and the University.  Transactions are regularly reviewed by UMW Internal Compliance and audited by the Commonwealth (Department of Accounts (DOA), and The Auditor of Public Accounts (APA)) at their discretion.  Cards are issued for either State or Local fund procurements.  The procurement office manages the State, or Small Purchase Charge Card “SPCC” program.  The Accounts Payable office manages the Local, or UMW Finance Card program. 

The University prefers the use of a card to make purchases and payments as it eliminates the costly process to issue a state check in payment.  

Regular reviews of card files and other purchase-related documents by UMW Compliance and Audit ensure that proper procurement and payment methods are followed and regulations such as those for disallowed expenses, food, gifts and clothing  are supported by our cardholders and their approvers.  These reviews also help to ensure that UMW passes external audits such as by APA and can retain its card programs and procurement authority.   

The SPCC 
Department Office Managers (or designated buyers) responsible for procuring goods and services using state funding sources are issued a Small Purchase Charge Card (SPCC) in their own name.    

The SPCC typically restricts single transaction purchases and payments to $10,000.  Cardholders may have lower single transaction or overall limits due to their purchase and payment patterns or history to reduce risk to the University.  The University currently has three Gold Card cardholders, who have additional purchasing authority to regularly make much higher payments and purchases for the university.   

 Individuals who hold an SPCC are required to adhere to a myriad of university and state rules and regulations dictated by the Department of Accounts. There is a high level of responsibility for these Cardholders to ensure each purchase is compliant, including maintaining a complete card file (digital and/or paper) with all supporting documentation for each transaction made. Therefore; it is imperative that all members within a department seek assistance from their designated Procurement-educated Office Manager for all purchases and payments before a purchase is made or payment is committed.  Additionally, the card may be entered into eVA , the state’s e-procurement system, or other university system, (ultimately to be integrated with eVA) for required electronic purchases. Transactions are currently reconciled to appropriate funding (FOAP) within the Bank of America’s WORKS online reconciliation and reporting system by the buyer and their designated transaction approver.  Ultimately, reconciled transactions will be posted on the budgets associated with the FOAP used. 

 Training and forms are required to be completed prior to card issuance, and compliance with all applicable laws, regulations, and University policies and procedures is required for continued use of the card. Cards that are not used for 120 days are automatically closed per DOA requirements.  A variety of resources are available on the Procurement website for SPCC Cardholders to guide them through the many aspects of the Procurement and Financial responsibilities associated with their position.  The SPCC and Procurement Team are always available to assist through direct outreach. 

SPCC@umw.edu  

Procure@umw.edu  

 The UMW Finance Card 
UMW obtained an exception from the Department of Accounts (DOA) for use of the UMW Finance card.
The UMW Finance Card may be issued to department buyers responsible for procuring goods and services using local funding sources.  Office Managers holding a card in their own name will enter the card into eVA for required electronic purchases. Transactions are managed via the WORKS system by the buyer and supervisor. 

The card may also be issued to faculty for non-regulated eVA procurements and in rare exception, to departments for centralized and controlled management for student check out. 

For Individuals or departments without use of a card, the UMW Finance Card may be checked out from the Cashiers Office Window in Lee Hall for student travel or business meal needs.  Transactions are managed via the Works system by the Cashiers Office and the AVP/Controller of Finance. 

 

 FOOD TRAVEL & REIMBURSEMENT

Food 
If a human is consuming the food, you must have a Business Meal and Food Approval Form (BMF). 

In addition: 

• The BMF form is required prior to the meal, 

• Allowable rates are based on meal type and location and; 

• A detailed itemized receipt is required 

Procurement regulations apply and are incorporated into the Business Meal and Food Guidance website. The Food Purchase Guidance table details the food requirements for on and off campus dining, catering, appropriate card use and procurement guidelines. 

Travel 
A good starting point for travel is the Accounts Payable website: https://adminfinance.umw.edu/ap/travel-2/ 

Travel Pre-Approvals and Reimbursements 
The Emburse Enterprise system is managed by the Accounts Payable office for online travel pre-approvals and reimbursement requests for employees, students and guests.  All employees have access to Emburse Enterprise via single sign-on.    When travel reimbursements are necessary for students and guests, employees must first direct them to the online questionnaire.  Completing the questionnaire does not allow the student or guests to access Emburse Enterprise, it allows the student and guest information to populate in Emburse Enterprise so employees may enter requests on their behalf. 

• Knowledge of FOAPAL is necessary for completing the necessary fields within the system. 

• Video and FAQs are posted that include travel questions specific to faculty concerns. 

 Reimbursements for non travel related expenses will also be managed via Emburse Enterprise.
Non-travel reimbursements should be rare, and only in cases of emergency. All purchases with UMW funding sources must follow procurement regulations, mandatory contracts, and/or eVA entry. Faculty and staff should contact the department buyer for any purchases to be made PRIOR to the purchase being made. 

Direct Deposit is required for all employee reimbursements.
Direct questions to mailto:payables@umw.edu or mailto:ltemple@umw.edu 

 

 RISK MANAGEMENT

Risk Management serves as the liaison to the Commonwealth’s Division of Risk Management and is the lead official when dealing with external organizations regarding accident investigations and insurance claims. 

Risk Management administers the Commonwealth’s Risk Management Plan to protect the Commonwealth and the University’s financial assets. The office also supports University departments by assessing potential risks, recommending action to manage hazards, or suggesting the contractual transfer of those risks. In the event of a mishap, Risk Management will assist in both controlling the loss and recovery through insurance. 

The Commonwealth Risk Management Plan provides the University coverage for: 

 Automobile Liability Coverage for UMW owned vehicles and rental cars used for official university business or travel 

• Property Loss/Damage Coverage for UMW owned property 

• General Liability Coverage for an individual seeking to file a claim against the University’ liability coverage, for injury or property damage resulting from negligence on the part of the university. 

• Professional and Medical Malpractice Liability for UMW and its employees as well as agents of the Commonwealth “For action arising out of the performance of required job duties.” This includes university employed medical staff. 

• Faithful Performance of Duty Bond Plan for bonded university employees. 

  Workers Compensation Coverage is administered by the Department of Human Resources. 

 Risk Management should be contacted for all matters related to: 

• Automobile Liability 

• Property Loss 

• General Liability 

• Professional and Medical Malpractice Liability 

 Employee accidents and Workers Compensation should be directed to Human Resources. 

Email risk@umw.edu or call Pam Taggert (540) 654-1018.  

Submit requests for Certificates of Coverage-https://adminfinance.umw.edu/budget/risk-management/certificate-of-coverage/ 

 

 ADVANCEMENT & ALUMNI ENGAGEMENT RESOURCES FOR FACULTY & STAFF

Links to these resources will soon be available under the “Quick Links” menu at umw.edu/in

https://adminfinance.umw.edu/tess/files/2025/08/AAE-and-Foundation-Resources-One-Pager-1.pdf 

 We’re here to help: 

 Training Compliance and System Support (TCSS) provides training and support to buyers and office managers related to eVA purchase orders, receiving, Banner, and UMW’s eCommerce system.  In addition, TCSS manages the University’s Agency Risk Management and Internal Control Standards (ARMICS) evaluation, reviews and certifications.   tcss@umw.edu 

 Accounts Payable manages vendor setup, vendor and other non-payroll related payments, the travel pre-approval and reimbursement system, business meal policies and procedures, the UMW Finance Card program and more.  payables@umw.edu  

 Procurement Services assists the university in procuring all goods and services and manages the SPCC card program. procure@umw.edu  

 Payroll is responsible for MyTime, making payroll related payments and providing support to employees and supervisors using MyTime and Cardinal ESS  payroll@umw.edu 

 Budget and Financial Analysis supports the campus in development and management of the University budget.