Home » Training, Compliance & System Support » February 2026 BUG Meeting

February 2026 BUG Meeting

2026 BUG MEETING

February 10, 2026
Time: 1:00 – 2:30 PM

Did we miss you? Access the recorded meeting HERE!

Zoom link

 

 

Agenda 

Welcome new BUGs!

Cameron Keefe – Exec. Office Manager & UMW Foundation Board Relations Coordinator | University Advancement
Robin LeBlanc – Office Manager | Geography
Caroline Leassear – Office Manager | Cultural/Philosophical Inquiry
Angelique White-Toombs – Business Operations Manager | Res Life & Campus Rec
Jeanne Campbell – IT Administrative Assistant/VP for Information Technology & CIO

Laurie Hankins – Procurement Services | Technology Contract Officer

Internal Audit – Ginny Grigsby

Training Compliance and System Support – Vicki Eppes-Ward, Vanessa Koszyk, & Stacy Roe

  • Who is the best resource for my question?
  • Use TCSS@umw.edu for questions instead of emailing Vicki, Vanessa or Stacy directly
  • Items that cause interface issues between eVA and Banner and causes the system to crash.
    • Special characters in the line item descriptions.
    • Entering two different fiscal years in the same Purchase Order.
  • Year end prep
    • Review the Administration and Finance Calendar for important dates. Located on the TCSS Webpage.

Procurement/SPCC – Michelle Pickham

  • Welcome to Procurement Services: Laurie Hankins – Technology Contract Officer
  • How long should you wait for micro business quotes?
    • Tips for crafting outreaches to micro vendors
  • End of Year Prep
    • Begin looking at FY26 budget balances and discuss with department heads what the upcoming needs are (equipment, supplies, projects, contracts, etc.)
    • IT Requests have deadlines in March and April to ensure purchases will hit FY26
    • Last day for charges to hit SPCC for FY26 is end of day May 15, 2026. No exceptions. Charges posted on 5/16 and after will automatically be on FY27 budget.
  • Annual SPCC training – coming up! Will be due 4/24/26
    • New Canvas courses
    • Invitations for the training course will be emailed out by the Program Administrator. Annual training is NOT open yet. If you take the currently available training on the Procurement site, you will still be required to go through the assigned training course.
  • Use of the spcc@umw.edu email
    • For direct SPCC-related questions/needs only. Limit increases, restriction lifts, charge card fee questions, Works questions/issues, sign off deadline issues, card declines and fraud.
    • For general procurement, eVA, vendor, or contract questions, please direct those questions to your assigned Contract Officer or procure@umw.edu.
    • To check department alignment listings for contract officers
  • Procurement website: Under Construction
    • The website format changed 1/28 and Procurement is working to make changes to fit with the new format. If you can’t find something you’re looking for, please reach out.
  • Begin eVA order cleanup!
    • Begin your eVA spring cleaning early! Check for drafts that may have been forgotten about but need to be submitted, and check for orders in denied status to see if any actions need to be taken.

Accounts Payable – Lauren Bass

  • 30-Day Prompt Pay – The Virginia Prompt Pay Act (Code of Virginia) requires us to pay vendors in a timely manner – within 30 days after receipt of the invoice or receipt of the goods/services, whichever is later.  Please process invoices for payment in a timely manner.  Accounts Payable should have invoices for payment from our department no later than 7 days before their due date, based on the Virginia Prompt Pay Act.  If you’re not sure what to do with an invoice, don’t put it aside for later – ask!
  • CORRECT FOAPALs – Please be sure to have the correct FOAPAL allocations (including the account code) on ALL invoices, Direct Pay Requests, WORKS allocations, eVA requisitions, Emburse Enterprise reimbursement requests, Business Meal Approval Forms, etc.  Incorrect FOAPAL allocations can cause errors in uploading credit card transactions for payment and can create reconciliation problems for the Budget Office.
  • Direct Pay vs Purchase Order-Generated Check – The Direct Pay Table is on the Accounts Payable website. MOST purchases of goods and many services need to be entered into eVA and do not qualify for Direct Pay entry.
  • Credit Card Fees – Before entering invoices into eVA for credit card payment, check to see if your vendor charges a credit card fee. The state allows for payment of an up to 3% credit card fee. If the amount of the purchase is $15,000 or greater, meaning the credit card fee would be $450 or more, you can change to check payment if the vendor is set up with the university for check payment.  Check all of this out ahead of time.
  • Airline Ticket Purchase on SPCC – ONLY ticket purchase allowed (NO SEAT purchase because the ticket includes a seat and NO bag fee). Be sure to remind your traveler that IF a bag fee is charged, it needs to be charged to THEIR PERSONAL card and NOT the SPCC.
  • Use Available Resources to Help You Be an Independent Problem-Solver – Please attempt to use available resources to help you navigate issues as much as you can. The Accounts Payable, TCSS and Procurement websites on umw.edu are loaded with information and instructions to help you succeed.  The monthly Procurement Newsletter is also a great resource for buyers. Read and save these emails, they will help you!
  • Website – We are aware that the updated format for UMW websites is visually challenging on the Accounts Payable sites, and we will work on that in the upcoming months. Thank you for your patience as we navigate through the process.