Home » November 2024 BUG Meeting

November 2024 BUG Meeting

BUG Meeting

When: Wednesday, November 6th 2024
Time: 1:00pm – 3:00pm
Where: ZOOM 
JOIN HERE

View the recorded meeting
passcode: 7d?wB8vd

AGENDA

Welcome new BUGS!

  • Heather Meadows, James Monroe Museum
  • Brittany Bailey, College of Business

 

REMINDER

eVA will be taken off line early afternoon on Thursday, November 7th and is expected to be fully operational Friday morning, November 8th.

  • To ensure your orders are created successfully through our UMW eVA workflow and approval process, plan to enter your eVA Requisitions by 5pm on Monday, November 4th.
  • Refrain from further requisition entry until we are prompted to do so by the DGS eVA team.
  • Requisitions entered after the Monday 5pm deadline will not be approved and may require re-entry by the buyer.
    If you have an emergency situation impacting the downtime, please contact procure@umw.edu for guidance.

Procurement – Michelle Pickham, Senior Contract Officer

  • Works New Upload – how’s it going?
  • VCE Update  – no longer required for furniture purchases. You may purchase office furniture from TSRC or Staples (RGH).
    • More information can be found HERE.
  • New upcoming TSRC Chair Showroom – more information coming soon via email

Holiday Season Planning

SPCC Billing Cycle Dates

November

    • Billing Cycle: October 16 – November 15
    • Sign Off Deadline: End of Day *November 20*
    • Thanksgiving Break: November 27-29 (CLOSED)
    • Scheduled leave does not exempt you from these deadlines.

December

    • Billing Cycle: November 16 – December 13
    • *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 17*
    • Winter Break: December 20 – January 3 (CLOSED)
    • Scheduled leave does not exempt you from these deadlines.

Accounts Payable – Leigh Penn, Payroll Manager

  • Performers Contract Sample
  • Be sure to verify the supplier is showing on the Cardinal Vendor Verified Report prior to completing the form
  • If you are requesting the performer be paid after the service is completed, note the payment date(s) clearly on the form 
  • If any changes need to be made to the contract including price, please contact Procurement Services to complete a modification form
  • The contract needs to be signed by both parties prior to service
  • Performers Contract can be found HERE.

AP Form Reminder – please use forms located on the Accounts Payable rather than saving a form to your desktop. Forms are regularly updated.

Upcoming UMW Finance Card Sign Off and Receipt Package Deadlines
*all transactions must be signed off, approved and receipt packages must be in the hands of AP no later than the assigned deadlines*

Finance Card Billing Cycle Dates

November

    • Billing Cycle: October 26 – November 25
    • Sign Off & Receipt Package Due to AP by COB Monday December 2*
    • Thanksgiving Break: November 27-29 (CLOSED)

 December

    • Billing Cycle: November 26 – December 25
    • Sign Off Deadline: End of Day, Monday January 6*
    • Winter Break: December 20 – January 3 (CLOSED)

TESS – Vickie Chapman, Assistant Controller – Systems

  • Questions for Mytime?
  • Teams Channel for Buyers