Business Services – June eUpdate

June 2012 Updates and Announcements

• SPCC News
• Surplus Property on GovDeals.com
• Contract News
• Small Business eVA Spend
• Reimbursement Reminder
• Central Storeroom & Bookstore Inventory Close Dates
• ‘Flight School’ – Open House on June 22

SPCC NEWS

Beat the Sweep…SPCC Cardholders and Reviewers are now receiving a monthly “Beat the Sweep” email from Melissa Myers, UMW SPCC Program Administrator.  The message advises cardholders and reviewers to code and sign-off of all transactions (from the prior month billing cycle) in advance of the 22^nd of each month in order to comply with program timelines.

Important things to remember:

• If you will be out of the office and unable to meet the monthly sign-off deadline, notify the Purchasing Office in advance of your departure.
• Cardholders must code transactions timely; transactions will route to reviewers only after they are coded and signed-off by cardholder.   Reviewers will not see transactions that are unsigned by cardholders.

This monthly message goes to all SPCC contacts, if coding and sign-offs are complete, we thank you in advance and no further action is needed.

If you have any questions, please contact the SPCC Program Administrator, Melissa Myers: mmyers@umw.edu or call x1057.

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SURPLUS ITEMS ON GOVDEALS.COM

The University of Mary Washington, an agency of the Commonwealth of Virginia, offers surplus property for sale to other state agencies and local governments which may be purchased from www.govdeals.com.  State employees are eligible to purchase surplus property in an amount less than $500.

For more information or assistance, please contact David Hatcher or call x2092.

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CONTRACT NEWS

Recently Awarded:

• Campus Dining Services… Intent to Award has been posted:  Sodexo
• Anderson Center Irrigation and Slope project… Home and Turf, Inc.

Under Review: 

• Architectural and Engineering Design Services for the Renovation of Woodard and Mercer…Proposals under evaluation
• Paving Services… Bids currently under review.

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UMW SMALL BUSINESS SPEND

The following diagram shows the current FY small business spend percentage for UMW as reported in eVA.

Hats off to UMW departments with top eVA small business spend numbers for the month of May!

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REIMBURSEMENT REMINDERS

UMW utilizes eVA as our first point of entry for all purchase orders.  There are a limited number of occasions when a reimbursement is legitimate (beyond the scope of travel).  State and University procurement policies shall be followed at all times.  Please keep in mind that the Reimbursement Request Form is not to be used to circumvent procurement regulations.  Department faculty and staff should work with their buyers to make necessary purchases of goods and services.  Additional information regarding purchasing and reimbursements can be found at the links below.

Purchasing policies and procedures  http://adminfinance.umw.edu/purchasing/umw-policies-and-procedures-2/

Accounts Payable reimbursement information and procedures http://adminfinance.umw.edu/ap/reimbursements/

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INVENTORY CLOSING DATES:  

UMW Central Storeroom will close June 27 – 29

UMW Bookstore will close June 28 – 29

We will re-open on Monday, July 2.

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‘FLIGHT SCHOOL’ – OPEN HOUSE ON JUNE 22

We look forward to partnering with Residence Life and other campus departments to support Flight School 2012!

For more information, visit the Residence Hall website:  www.umw.edu/flightschool  or call x1058.

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Please contact Business Services for information and assistance at x1576.

Erma A. Baker   CPPO, VCO

Assistant Vice President for Business Services and CPO

University of Mary Washington

1301 College Avenue

Fredericksburg, Virginia 22401

ebaker@umw.edu

540-654-2043