2026 April BUG Meeting

AGENDA

Welcome New Bugs!
Noreen Bednar, SPCC Program Administrator & Procurement Analyst – Procurement Services

Budget – Kate Wheeler, Senior Budget Analyst/Assistant Executive Director | Budget & Financial Analysis

Procurement Services – Michelle Pickham, SPCC Program Administrator & Procurement Analyst

Finance – Julie Smith, Associate Vice President for Finance and Controller

Budget in 3511 moving to 3111 in fiscal year 2027 (July 1)
Virginia Higher Education Financial and Administrative Operations Act (Restructuring Act)
- Management standards
- Compliance requirements
  - Prompt Pay
2026 04 BUG – Higher Ed Restructured Act of 2005
Year-End Open Purchase Order Review
- It’s time to begin reviewing open purchase orders paid by check. This process does not apply to order paid by credit card.
- The goal is close as many open purchase orders as possible before June 30. Leaving orders open impacts financial reporting as well as available funds for your FY27 budget.
- Detailed instructions can be found on the TCSS website under Instructional Materials a the top of the page.
- If you have questions or need guidance, contact TCSS at tcss@umw.edu
- Continue to review the Admin & Finance Calendar for important deadlines related to year-end. “Subscribe” to the calendar using “subscribe” button located on the of the calendar page.
Start entering FY27 orders on May 11th

Accounts Payable – Lauren Bass, Accounts Payable Manager

Date stamp ALL invoices (including Sodexo invoices). All invoices MUST have the date they were received by UMW stamped on them (or have the email in which they were received attached), otherwise Accounts Payable will have to return them to you.

UMW Finance Card Check Out – Requests to check out finance cards should be submitted to Payables@umw.edu
- at least 5 business days ahead of time for travel with students
- At least 3 business days ahead of time for business meals
- All required paperwork should be completed and attached to the request. For requirements see: UMW Finance Card – Accounts Payable
- Faculty/staff may only check out a finance card for travel if traveling with students.
- If more than one faculty member is traveling, only the expenses of the faculty member carrying the card for the group may be charged to the card. All other faculty/staff must pay out of pocket and seek reimbursement through Emburse Enterprise.

Receiving in Banner – Reference Chart: Banner Receiving – Quick Reference Chart

Prompt Pay Due Dates: 30-Day Prompt Pay Due Dates – Accounts Payable If you are submitting an invoice for late payment, regardless of the type of invoice, include the reason for the late payment with the paperwork.

Gold Card Payments: When requesting the SPCC Gold Card be used to pay a credit card invoice over $10,000
- Make sure you select, “Lauren Bass” as an Ad Hoc approver in the eVA requisition
- Select, “Payment by SPCC” in Header 1 field
- Leave the “Pcard” field blank, Lauren will complete that when the requisition comes to her
- Be sure ALL required paperwork for an SPCC payment is attached – invoice/quote, cabinet-level approval, IT approval
- Be sure to find out of the vendor charges credit card fees and let Lauren know when the req is submitted
- Provide payment information (link, email, etc) to Lauren upon receipt of the invoice

April 2026 BUG Meeting – In Person