To: Faculty and Staff
FROM: Rick Pearce
Subject: Employee Reimbursement for Purchases
Recent audits by Virginia’s Division of Purchases and Supply (DPS) and the Auditor of Public Accounts (APA), have reflected an intensified scrutiny of NON –TRAVEL REIMBURSEMENTS to Faculty and Staff.
As a gentle reminder, purchases by faculty and staff for which reimbursement will be sought should be a very last resort and must be done in compliance with purchasing policies and procedures (i.e., SWAM quotes). Apparently, there has been a statewide increase in using this reimbursement approach to avoid State procurement regulations.
Regretfully, we cannot guarantee that folks who do not comply with procurement procedures will be reimbursed for their expenses.
UMW procedures are included at the following links:
Accounts Payable reimbursement information and procedures http://adminfinance.umw.edu/ap/reimbursements/
Please contact Leigh Penn at extension 1226 or firstname.lastname@example.org with any questions.
Purchasing policies and procedures http://adminfinance.umw.edu/purchasing/umw-policies-and-procedures-2/
Please contact Pauline Jenkins at extension 2260 or email@example.com with any questions.
— Richard R. Pearce, Vice President for Administration and Finance and CFO