December 6, 2016

Don’t Discard Those Magazines!

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MyTime Deadlines and Winter Break

Fellow colleagues, 

Winter break is rapidly approaching and the Payroll staff needs your assistance. In order meet the Commonwealth of Virginia processing deadlines and to ensure employees are paid as scheduled, it is imperative for timecards to be error free, complete and approved by the deadlines below. 

If the employee has completed working and will not work over break, we strongly encourage employees and supervisors to approve the timecards for the pay period(s) prior to leaving for break.  Reminder: when approving in advance, select Current Pay Period 

Semi-monthly Employees (classified, A/P faculty, etc.)

Pay Period 11/25-12/9, approval due no later than noon on 12/12/16

Pay Period 12/10-12/25, approval due no later than noon on 1/3/17

Students/Wage Employees

Pay Period 11/28-12/11, approval due no later than noon on 12/12/16

Pay Period 12/12-12/25, approval due no later than noon on 1/3/17

Supervisors, it is critical that you review the timecard for any exceptions, including missing punches and resolve these prior to your employee leaving for winter break.  Incomplete or unapproved timecards prevent the entire Payroll from being completed. 

Time-off Requests

Many employees and supervisors will use leave prior to and/or after break. Please ensure leave requests are processed and approved prior to timecard approval deadlines.


Manager Delegation

Supervisors unavailable to approve timecards or time-off requests may Delegate their approval to another MyTime supervisor. Supervisors receiving the delegation must accept the request in MyTime before they will have access. Please use the MyTime Supervisor Manual to view the instructions.

Reminder for Exempt Employees

Effective Monday, 11/28/16, all exempt employees are on a fixed two week (80 hour) work period. The work period is now included on payroll MyTime Full-time Approval and Deadline Calendar.


Estimated Leave Loss for Classified Employees

The new leave year begins on 1/10/17. Maximum carry over limits are applied to annual leave balances. Classified employees can determine if they may lose leave by viewing their leave balances on their timecard or their supervisor may run an Accrual Detail report. The attached document estimated-leave-loss shows how an employee may determine their estimated leave loss. The MyTime Supervisor Manual explains how a supervisor may run the report.  

Thank you in advance for your cooperation. 



Allyson P. Moerman, CPA.CITP, CGFM, CGMA

Associate Vice President for Finance and Controller

University of Mary Washington


540-654-1168 – fax




Campus Dining Holiday Schedule


Please take note of these important upcoming holiday dining schedules and events at the University Center.

  • Faculty & Staff Lunches in Chandler Ballroom will be offered between 11:15 a.m. and 1:30 p.m. Dec. 1-8.  Due to previously scheduled events and the approaching holiday, there will be no Faculty & Staff Lunches in Chandler Ballroom after Dec. 8.
  • Winter Holiday Dinner: Campus Dining invites the UMW faculty and staff to join us for our Winter Holiday Dinner on Tuesday, Dec. 6, at the Top of the UC from 5 p.m. to 7 p.m.  The menu includes Steamship Round of Beef, Peking Duck, Rice Noodle Crab Cakes, Roast Turkey with all the trimmings, and lots of your favorite holiday desserts.  The cost for faculty and staff will be $7 (tax included).  The door rate for other guests is $12.45 plus tax.
  • Midnight Breakfast Volunteers Welcome!  Campus Dining will be serving a free hot breakfast for all students on Monday, Dec. 12, from 11 p.m. to 12:30 a.m.  We still need a few more volunteer servers to assist at this fun and lively event.  To volunteer contact Kristen Menard at 540-654-2165 or e-mail

The Office of Diversity and Inclusion and James Farmer Scholars Program to Host Screening of “Loving”

The following message is from the Office of Diversity and Inclusion:

The James Farmer Scholars program will be hosting a private screening of “Loving,” a film about an “interracial couple Richard and Mildred Loving, who fell in love and were married in 1958. They grew up in Central Point, a small town in Virginia that was more integrated than surrounding areas in the American South. Yet it was the state of Virginia, where they were making their home and starting a family, that first jailed and then banished them,” according to a release from Focus Features. The screening will take place Dec. 11, 2016, at Regal Cinema Fredericksburg 14 from 2:30 p.m. – 5 p.m. The Office of Diversity and Inclusion will open ticket sales to all JFS members and to all members of the UMW community.

The cost of this is $9 per person, which does not include concessions or transportation. There will be limited seats available; therefore, first come first serve.

Payment must be made in advance in the James Farmer Scholars office, GW 312/Combs 101, by or before Friday, Dec. 9, no later than 5 p.m. Please call X2119 if interested.

Staff Rate Available for Seminar: Taking the Mystery out of Project Management Lingo with Cara Parker ’05 MBA

A UMW staff rate of $50 per session is being offered for the series (includes 2.75% service fee).

Taught by Cara Parker ’05 MBA

Project management skills are a necessity for ensuring ideas become actual results.  New findings from the Project Management Institute suggests organizations that focus on excellence in project management execution reduce risk, improve performance, save money and achieve a greater return on investment.  All these components equal high performance.  This interactive workshop will give you the basic terms, roles/responsibilities, and tools to manage your next project from start to finish.  Bring one of your projects that you are currently working on (or getting ready to start) to the class.

Learning Objectives:

*  Learn what a project is and what it isn’t

*  Understand the five phases of a project’s life cycle (start to finish) and the components of each phase

* Manage expectations of and communicating with your “stakeholders”

*  “Juggling it all” using a Project Management Plan

You will receive the following tools and templates that can be customized to your firm’s needs: Project Management Plan, Work Breakdown Structure, Quality Tool, Communications/Status Templates

Fridays, 8-10 a.m. at Cary Street Partners

Please visit to register.

ICMARC Representative on Campus Dec. 5

Hybrid Participants, 457 and ROTH 457 Deferred Compensation Participants: Our representative will be on campus in room GW 106 for individual Account Reviews on December 5, 2016. Reserve a slot today!

Don’t Forget to Add Your Events to the Calendar!

Faculty and staff, it’s easy to add your department’s events to the public calendar. Just click on and follow the instructions.

Procurement Services Wins Xcelerator Award

Congratulations to our own Procurement Services team for winning the Xcelerator award from the Commonwealth’s Department of General Services! Procurement Services’ nomination for the Collaboration Award outlined how their team  introduced a successful Client Relation Management system.  Including comparative data with client testimonials, the team was able to succinctly execute a display of their strengths and newly-perfected relational skills.

The award was accepted by Laura Allison on behalf of Procurement Services.


Gifts by Credit Card Now Require Security Code

UMW Advancement has received notification from our third-party credit-card processing company that our online giving site now requires donors to enter their three- or four-digit security codes for all credit card gifts. These industry-wide enhancements regarding Payment Card Industry (PCI) Data Security Standards help ensure that information is accepted and processed in a secure environment.

UMW was notified that this change is effective immediately for all online gifts. The revised giving site now includes specific instructions and diagrams to show donors that the three-digit security code is found on the back of all credit cards, EXCEPT for American Express. For American Express, the four-digit security code is found on the front of the credit card. (

Effective Jan. 31, 2017, all UMW printed gift cards will need to have a space for donors to write out the security code if they are making gifts by credit card. Advancement will NOT be able to process credit card gifts without this information. When possible, an attempt will be made to contact donors by phone, but that is not always successful. Considering that the number of credit card gifts is rising every day, this is not practical or feasible on a large-scale basis.

Advancement is currently in the process of redesigning and reprinting all gift cards and gift envelopes that are distributed directly by our office. However, there are numerous organizations and offices across campus that also print and distribute gift cards/envelopes.

We are asking you to please look at all gift cards/envelopes that you currently have in stock or plan to distribute in the near future. If you expect any gifts to be sent in on these cards after Jan. 31, 2017, these cards/envelopes will need to be redesigned and reprinted now.

To ensure compliance with data security standards and good gift processing practices, please send all revised gift cards/envelopes to Donna Raab at or call 540-654-2059 for review before printing. This review process is essential now, and going forward, to maintain PCI compliance and to promote consistency for all our donors.

Thank you for your cooperation. Please let us know if you have questions.

Ken Steen

Associate Vice President for Advancement and Alumni Relations

Eagle Awards Selection Committee

The Center for Honor, Leadership, & Service cordially invites you to serve on the 2016-2017 UMW Eagle Awards Selection Committee.

UMW annually recognizes outstanding student leaders, clubs and organizations, and programs that have made a significant contribution to the campus and greater communities.  Recipients for these awards are nominated by faculty, staff and students and will be selected by a committee made up of people from these same groups. CHLS is requesting the help of faculty and staff to sit as a member of the selection committee.

Responsibilities are limited to reviewing and voting on the nomination packages and submitting your selections by the deadline, which will be decided at a later time.  Nominations are open until April 5, 2017, and the committee can review nominations and submit their rankings either via e-mail or by stopping in to the CHLS office.  If you are interested in serving on the selection committee or would like further information, please contact Marissa DiMeo at as soon as possible.

The Eagle Awards will be presented at the Eagle Awards Ceremony on April 12, beginning at 6 p.m. in the University Center’s Chandler Ballroom and you would be an honored guest. You can review the awards themselves at the link below