June 23, 2024

Employee Reimbursement for Purchases

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 lpenn@umw.edu 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 pjenkins@umw.edu with any questions.

 — Richard R. Pearce, Vice President for Administration and Finance and CFO

About Brynn Boyer

Brynn Boyer is assistant director of media and public relations and a 2010 graduate of UMW.