February 1, 2015

Changes to Banner Login from the UMW Home Page

On Monday, Feb. 2, the way you access Banner when clicking the bicon on the UMW Home Page will change.

There has been ongoing confusion from many in the UMW community about Banner access, and which Banner login is appropriate for individual users and what they are trying to do. To help ease this confusion, a new web page will appear after you click the Banner icon on the UMW Home Page. This new page describes the two different Banner logins, and which one is appropriate.

Starting Feb. 2, after clicking the Banner icon bon the UMW Home Page, this is the page you will see:

Screen Shot 2014-12-23 at 10.04.08 AM

This page is active now and can be found here: technology.umw.edu/hss/banner/

If you have any questions or concerns about this change, please feel free to contact the Help Desk.

Call us:  (540) 654-2255
Email us:  helpdesk@umw.edu
Online:  technology.umw.edu/helpdesk
Visit us:  ITCC 112
Follow us on Twitter:  twitter.com/umwIT

New Office Supply Contract Ready for Prime Time

Greetings !

In prior Business Services eUpdates we have referenced a new UMW office supply contract in the pipeline.  The new contract and associated eVA punchout catalog with The Supply Room Companies  “TSRC” will launch on Monday, Feb. 2.

Departments may wish to refrain from creating new orders over the next two days  and enter new orders on Monday to facilitate a smooth transition.

Contract details are in the PDF file below as are dates and times for several webinars to introduce the new punchout catalog.

Campus Message Strategic Sourcing of Office Supplies (PDF)

We trust that your department will find an increasing benefit from the new contract.

Thank you,

Erma A. Baker   CPPO, VCCO, VCO
Assistant Vice President for Business Services and CPO
University of Mary Washington
1301 College Avenue
Fredericksburg, Virginia 22401


When UMW is Closed — Ways to get information

The following message is from the Vice President for Administration and Finance:

As we begin a new semester, please be aware of the potential for inclement weather and hazardous driving conditions. If weather conditions dictate a change in the University’s schedule, you can find the latest information in any of the following ways:

Every effort will be made to post the announcement by 6 a.m. on the day of closing or delayed opening. A decision about evening class changes will be made by 3 p.m. on the day in question. Students, faculty and staff are urged to check these communication outlets periodically for up-to-date information. When the weather conditions permit return to normal operations following a closure or delay, that information will be disseminated as stated above.

For questions about the inclement weather procedures, please contact Richard Pearce, vice president for Administration and Finance at rpearce@umw.edu.

Search for Vice President for Student Affairs

I write to inform you that I have initiated a national search for the position of VicePresident for Student Affairs at UMW.  As I communicated earlier, Dr. Doug Searcy has been named President of Barton College, effective in July. We will be assisted in the search by Witt-Kieffer, a highly-respected firm with a strong national profile.  This is the same professional search firm that assisted in the hiring of Dr. Searcy, Provost Levin and Associate Provost for Enrollment Management Kimberley Buster-Williams.

I have appointed the following faculty and staff to the search committee, many of whom served on the committee that recommended the hiring of Dr. Searcy:

Torre Meringolo, Vice-president for Advancement and University Relations (Chair)

Beverly Epps-COE Faculty

Carole Garmon-CAS Faculty

Chris Kilmartin-CAS Faculty

Farhang Rouhani-CAS Faculty

Kashef Majid-COB Faculty

Rosemary Arneson-Librarian

Sallie Braxton-Admin

Tim O’Donnell-Admin

Paul Messplay-Admin

Three students to be named by the end of the week.

Ideally, the goal is to fill the position prior to the beginning of the fall semester.  Candidate referrals and nominations are welcome, following the procedure detailed in the attached announcement.


Meet the new Director of Disability Resources Jan 21!

The Office of Disability Resources would like to introduce our new Director, Dr. Sandra Fritton.  Dr. Fritton comes to us from Virginia Commonwealth University, and we are very excited for her to join our team.  We will be hosting a meet and greet session to welcome her and give you the opportunity to meet her.  Please join us on January 21, 2015 between 2-4 pm.  Light refreshments will be provided.


Alison Grimes, M.Ed

Assistant Director, Disability Resources

University of Mary Washington

401 Lee Hall

1301 College Avenue

Fredericksburg, VA  22401

(ph) 540-654-1266

(fx) 540-654-2155

Reminder: UMW Closed, Monday, January 19

The following message is from the Office of Administration & Finance: 

All campuses of the University will be closed on Monday, January 19, in observance of the Martin Luther King Jr. holiday.  Administrative offices on the Fredericksburg, Stafford and Dahlgren campuses will be closed and classes will not be held.

-Richard R. Pearce Vice President for Administration & Finance


Important Message about UMW Alert System

The following message is from the Office of Emergency Management and Safety:

UMW has a new emergency alert notification system, but faculty, staff and students must register with the new system to customize their emergency notices—by text, phone or email—the way they want to receive them.

If you have not yet registered, you will receive a message shortly from the Office of Emergency Management and Safety with step-by-step instructions to set up your account. Please make sure to register and also encourage others in the UMW community to sign up.

If you already have registered and want to make updates  to your account, please visit https://member.everbridge.net/index/1332612387831817.

For more information, please contact Chris Cash in Emergency Management and Safety at ccash@umw.edu.

Please Note: At this time, the alert system is not available to anyone outside the UMW community. The emergency notification system will be available to those outside the UMW community at a later date.

Tax Deferred 457 and 403(b) Plans Notice for All Employees

For more information, you may contact your Benefits Administrator, Denise Frye at Dfrye2@umw.edu.

Note:  Our TIAA CREF Representative will be on campus January 14 and 15.    Our  Fidelity Representative will be here on  February 5.   All employees (participants and non-participants) may schedule an individual general retirement planning session with a Representative.  Please see our What’s New tab to schedule your appointment and be informed of upcoming visits.     

Availability Notice To All Employees:

All University of Mary Washington employees including wage and adjunct faculty are eligible to enroll in the 457 Deferred Compensation Plan and/or the 403(b) Tax Deferred Savings Plan. All contributions are pre-tax deductions.

The Internal Revenue Service (IRS) has set the annual deferral contribution limit for employees who participate in the 457 and/or 403(b) to $18,000 for calendar year 2015. The catch-up contribution limit for those age 50 and over is an additional $6,000 for a total contribution of $24,000.00.The  Cash Match program remains the same –  the cash match continues to be 50% of your contribution to one (1) of the Plans, not to exceed $20 per pay date.  If you are a Hybrid Retirement Plan member, you must first maximize your voluntary contributions of 4% to the Hybrid 457 Deferred Compensation Plan before receiving the cash match on the 457 Deferred Compensation or 403(b) Tax Deferred Savings Plan. Wage employees and adjunct faculty  are not eligible to receive the cash match.

All employees are eligible to enroll however, full time salaried faculty employees electing to participate in Optional Retirement Plan are enrolled automatically in the 457 Deferred Compensation Plan for a pre-tax deductionof $20.00 after their 90th day and a $10.00 contribution to the cash match plan unless they have an existing 457 account or opted out of participation in the plan.   There are no automatic enrollments for the 403(b) Tax Deferred Savings Plan.

To enroll or change your current pay period deductions:

457 Deferred Compensation plan:

403(b) Tax Deferred Savings Plan:

  • Select and contact a vendor from the attached approved provider list. 403(b) Provider’s List
  • Complete the Salary Reduction Agreement form (SRA).  SRA Form  For initial enrollment, the SRA should be completed by you and the Financial Advisor/Agent of the selected Provider and returned to Office of Human Resources for processing.
  • To receive the Cash Match on the 403(b) account (full time benefit eligible employees), complete the Cash Match Agreement Form and forward to the Office of Human Resources for processing.  Cash Match Form 


Are your beneficiaries up to date?  Your beneficiary form should be updated after each personal milestone such as a change in marital status, the birth or adoption of a child or as your life events change.

To update/change your beneficiary for your life insurance benefit and VRS Retirement, submit a new Designation of Beneficiary (VRS-2 ) to Office of Human Resources for processing. If you don’t know who you have previously designated, you may also submit a new VRS-2  to reflect your designation(s).

To update/change your beneficiary for the 457 deferred compensation plan, complete the 457(b)/401(a) beneficiary form and mail to ICMA-RC.  You may also log in to your account and complete this request online to ensure an immediate update to your beneficiary information.

To update your beneficiary with the Optional Retirement Plan or 403(b), please contact the Vendor directly.

To update your beneficiary with the Hybrid Retirement Plan, defined contribution component, complete the Hybrid Deferred Compensation/Employer Match form and mail to ICMA-RC.   You may also log in to your account and complete this online to ensure an immediate update to your beneficiary information.  If no designations are on file, benefit payments  will be made by  the order established by law.  Please be aware that these designations only apply to the defined contribution component of the Hybrid Retirement Plan and do not impact the designations you may make for the defined benefit component.  To designate beneficiaries for the Hybrid, defined benefit component, you may complete and submit a Designation of Beneficiary (VRS-2 ) to Office of Human Resources for processing.

Thank you


An Announcement from President Hurley

Doug Searcy, Vice President for Student Affairs, has been named President of Barton College in Wilson, North Carolina.  Dr. Searcy was selected following a national search and his appointment was announced by Barton College today.  He will begin his service in the position effective July 1, 2015.

Dr. Searcy has been an integral member of my senior leadership team at UMW.  Among his many accomplishments at the University of Mary Washington, he has worked diligently to build greater integration between student affairs and academic affairs to improve the overall student experience.  He has provided essential leadership in establishing the Center for Honor, Leadership and Service, enhancing the new student orientation process, and fostering the development of living/learning communities.  He also has been instrumental in the planning and construction of the new University Center, which will open next fall.

Dr. Searcy will be missed here at UMW, as will his wife, Beth, who is Director of Events and Strategic Initiatives in the Office of Admissions.  However, I know that you will join me in congratulating Doug and his family on this outstanding new opportunity.  Barton College will be fortunate to have Dr. Searcy as its leader and the entire Searcy family as members of their community.

A definitive date for his departure from UMW and plans for filling the position will be determined later.



Richard V. Hurley


Important Accounts Payable and Payroll Information

The following information is from the Finance Office, including important Accounts Payable and Payroll information:

Accounts Payable:

  • The mileage rate changed to $.575 effective for travel taking place January 1, 2015 and after.  Please use the correct Travel Expenses Reimbursement Form located on the Accounts Payable website.
  • Reminder that travel reimbursements submitted after 90 days from the end of the travel date are taxed and paid through Payroll in accordance with the IRS regulations.


All full-time and part-time classified and administrative faculty employees, please turn in all leave slips for all time taken through January 9, 2015 by close of business January 9.  This will assist in preparing for classified year end rollover and our transition to MyTime.  As soon as W2’s are available on Payline you will be notified.

MyTime is live on January 12 for wage and student employees along with their respective supervisor (Phase 1 of MyTime).  MyTime will be accessible from the UMW homepage toolbar.  Please make sure to use the toolbar link as the link that is provided in training is to our TEST environment. Reminder that login credentials are your Net ID and password.  Paper timesheets for wage and student employees will not be accepted after January 11pay period end date.  Please turn in all timesheets no later than noon on January 12.

MyTime reminders:

  • Additional training sessions for wage and student employees and their supervisors have been established – register here if you have not already attended – evening classes are included.
  • Supervisors may need to edit their employees’ MyTime timecards for those unable to access MyTime.
  • Employees using the time clocks use their EagleOne card.
  • Computers must be updated with Java 7 – all lab computers have been updated to support MyTime.
  • Direct any issues with MyTime to the UMW Help Desk.
  • Updated training materials will be posted to the Payroll website, including new features not available at training.
  • Email reminders about time card approvals will be sent from MyTime to your UMW email.
  • Reminder for student employees – they must have a completed work authorization letter from the Office of Financial Aid before working.
  • Paper biweekly timesheets are no longer accepted after the December 29 to January 11 pay period.
  • Student were paid early on December 31 instead of January 16 for all work completed through December 12 – their next pay date is February 6, 2015.
  • Student supervisors, please be alert to email notices from the Office of Financial Aid.

Happy New Year.  Please contact me with any questions.


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

Associate Vice President for Finance and Controller