Instructional Materials
This page offers instructional materials to help you use University financial, procurement, and administrative systems. Information related to the procurement of goods and services is available in the Purchasing Resource Guide.
Have questions? please email tcss@umw.edu
eVA
eVA is a web-based procurement system used by Virginia government agencies to announce bid opportunities, receive quotes, and place orders for goods and services.
Resources
Training Manuals
- eVA User Manual – step-by-step procurement instructions
- FYE Open Order Review Manual – how to review and close open purchase orders for Fiscal Year End
Forms
- eVA Office Move Information Form – need to make a change to your shipping address in eVA? Complete this form
SPCC & Works - Small Purchase Credit Card
The SPCC is administered by the Procurement Services department and allowed to be used for state-funded purchases. The SPCC utilizes the Works electronic online system to review, code, and approve credit card transactions.
Cardholders and cardholder managers can view current or past transactions at any time, and set up billing and reports according to schedule.
To learn more about the SPCC and Works, visit the SPCC Resources & Guides webpage.
UMW Finance Card
The UMW Finance Cards are credit cards that can be used by members of the UMW community to pay for items not allowed on the SPCC. The UMW Finance Card is separate from the Commonwealth SPCC card, with distinct policies and procedures. The Office of Accounts Payable manages the program.
To learn more about the UMW Finance Card, visit the UMW Finance Card webpage or contact Accounts Payable.
Travel & Emburse
UMW ensures all travel expenditures are essential and reasonable, following the Commonwealth of Virginia Travel Regulations. For guidance and instructional materials related to travel visit the Travel Information webpage located on the Accounts Payable website.
- Emburse Enterprise (formerly Chrome River) is the online Travel Pre-Approval and Reimbursement system.
Banner 9 - Receiving, Reporting, Searches, Direct Pay
Banner 9 offers tools to query FOAPAL data, review budget balances, export results, and drill into document details. The training materials below support reporting, payments, encumbrances, receiving, and other common tasks.
Instructional Materials
- Banner 9 Direct Pay (payments that do not require an eVA entry – see the Direct Pay webpage)
- Banner 9 Searches and Reports
- Cardinal Verified Vendor Report – Used to check whether a vendor has an active Cardinal ID, which is required to prior to check payment
- Banner 9, Encumbrance Detail (FGIENCD) – view remaining PO balances
- FOIDOCH – Document History (video) – how to view document history (receiving, invoices, check payment)
Receiving
- Banner 9 Receiving Manual
- Banner 9 Receiving – Interactive Guide
- Banner 9 Receiving Adjustments – Interactive Guide
- Banner Receiving Dates – Quick Reference Chart
**Interactive guides are available as either step-by-step lists or on-screen tutorials.
Banner SSB
Banner SSB similar to Banner 9 but offers a different interface. It allows users to create quick, customizable budget queries, save them to a personal dashboard, and easily download results to Excel.
Finance Report Central (SharePoint)
The Finance Report Library is available to users with Banner Finance access. A VPN connection is required to run reports when working off campus. You may access the Finance Report Library via the TCSS website HERE (SSO required).
- Organization, Account, Fund and Program Hierarchy Reports
- Cardinal Vendor Verified Report
- Current Cash Balance Report … and more
eCommerce
The University of Mary Washington uses Cashnet as a payment tool for online credit card or eCheck payments for events, such as conferences, camps, concerts, or seminars.
MyTime
The University’s automated time and attendance system is used by:
- Students, wage, and full-time employees for time and attendance
- Graduate Assistants, Interns, and Professional Development employees
- Classified Staff and Administrative faculty for leave requests and reporting
- Supervisors for approving time, attendance, and leave
Instructional Materials and Quick Guides can be found on the Payroll website.
Questions related to MyTime? contact the UMW Help Desk for assistance