BUG Meeting

Procurement – Michelle Pickham, SPCC Administrator

General Reminders:

Know Before You Go (Buy)! There are fundamental questions you should ask before making a purchase or payment. Do NOT buy/pay first and ask questions later. Slide Show Presentation
Fund Type and Card Use: If the vendor you are using accepts charge cards, the FUND you are using will dictate which card can be used; the SPCC or the Finance Card. Fund Type and Card Use SharePoint Report (link Fund Type and Card Use)
Cabinet Approvals: Procurement does not receive the form submission confirmations or approvals from cabinet members. If your cabinet member has not responded to you, contact them directly to inquire about the approval.
Cabinet Approval must be attached to the requisition when paying via Leigh Penn’s GOLD card. If the cabinet approval is not attached, the requisition will be rejected.
Invoices: Is it late? How do you know?
Invoices, Slide Presentation
Travel Insurance: NOT allowed on the SPCC.

eVA Reminders:

Check Payment: The University requires payment by the pcard if the supplier accepts the card. If the eVA supplier profile incorrectly states the acceptance of VISA, when creating your requisition insert Payment via Check in Header Field 1 and note the reason for check payment within the Internal Comments field. Review the SPCC Charge Card Fee Guidance for SPCC payment requirements
Clothing & Promotional Items Table – be sure to add coding and justification within the requisition Internal Comments field.
Complete the Purchase/Payment Approval Form for all payments valued at $1,000 or greater. Cardholders must keep a copy of the approval in payment card files and reference it within the requisition Internal Comments field or attach the approval to the eVA order.
Rejected order comments can be viewed in the requisition Workflow or by reading the Alerts/Messages. Please review these messages and make corrections before resubmission.

Accounts Payable – Leigh Penn, Accounts Payable Manager

Fund/Program mismatches – check Fund and Program on Budget Queries to ensure you are using the correct Fund and Program match. Contact TESS with budget query assistance.
The local card is available within eVA for your use- Follow the Ad Hoc Approver Process, instructions are in the eVA manual (page 34).
Use of the Finance card: Website information on Fund sources and charge card use.
Chrome River is now called Emburse Enterprise. All functionality is the same including login https://adminfinance.umw.edu/ap/chrome-river-faq/ . Please share this with your department.
All forms should be accessed directly from the website and not stored on your computer. This ensures that we always use the most current and secure version of the form. For example, the Business Meal form was updated in October 2024 with new per diem rates.
Interoffice mail envelopes are available at the UMW Post office if your department is in need.

TESS – Vanessa Koszyk, Dir. TESS

February 2025 BUG Meeting