BUG Meeting

When: Wednesday, April 17th 2024
Where: UC Colonnade Room 315
Time: 1pm – 2pm


TESSVickie Chapman & Vanessa Koszyk, Finance

  • End of 2024 Fiscal Year
    • Year-End Calendar  – Subscribe to add these dates to you your Outlook Calendar.
      • Banner down time Friday, June 28th 3:00pm – Monday July 1st 12:00pm or until notified.
    • Review your budget and open encumbrances. For PO’s paid in full with a remaining encumbrance, create a Change Order in eVA for amount paid.
      A recorded Zoom session and Fiscal Year-End PO Closure manual can be found on the TESS website HERE. (TESS website > Instructional Materials).
    • eVA- Review and submit or remove any DRAFT requisitions you no longer need.

Procurement – Michelle Pickham

  • New! SPCC/Local Card Payment Requirements – Michelle Pickham, Procurement
    • Effective May 16, 2024, the University of Mary Washington will require the use of the SPCC if the supplier accepts charge cards as a payment method, unless any surcharge/convenience fee imposed by the supplier totals $450 or greater. This means that buyers/departments will no longer have the option to pay by check to avoid charge card fees if the value of the fees equals less than $450. The supplier must still follow all the requirements as stated in the Charge Card Fee Requirements section on the Procurement website.
    • It is the responsibility of the Cardholder to understand and/or verify the payment methods accepted by the suppliers they use. Use the How to Verify Supplier Accepted Payment Methods section for guidance.
    • If you have any questions regarding this policy please contact Julie Smith.SPCC Charge Card Fee Guidancenote: this website will not be updated with this information until May 16th
  • Annual Spend Profile/Restriction review is underway.
      • You may be contacted by the Program Admin to discuss any recommended changes to your card profile based on your spend history over the past year. Changes will only occur with approval from the cardholder and their supervisor.

Accounts Payable – Christine Lynch

  • Late Invoices
    • If your invoice is late due to an error/misplacement etc. made by UMW, contact AP for due date options. Requesting a new invoice to further delay payment may not be the best options.
    • Receive on invoices as soon as possible, following prompt pay guidelines.
  • Clothing Table