May 29, 2020

Newly instituted approval requirement for ALL University purchases

To: All UMW faculty and staff
From: Paul Messplay

In order to more carefully manage the financial impact of COVID-19 on the University, we are implementing some additional spending control measures through at least the end of the fiscal year.

To that end, ALL purchases of goods and services, with the exception of Emergency Management and Facilities, will require Cabinet approval prior to procurement, regardless of fund source, effective immediately. Currently active University charge cards, with exception of those referenced above, will remain in a suspended status (deactivated) until further notice.

If you need to make a purchase, as always, you must work with your department’s authorized buyer, who holds a University charge card(s). The department buyer will route the request for purchase approval via the Approval to Purchase Request Form. Approval will be requested from the appropriate Cabinet member and, upon receipt of that approval, the applicable card (SPCC or Finance) will be temporarily activated for the approved purchase only.

  • If your department has Foundation Funds and/or a Foundation card, Cabinet approval is still required.
  • ALL purchases require pre-approval; regardless of fund source. This includes purchases traditionally made by check, AND reimbursements for purchases made with personal funds.
  • eVA requisitions, and Direct Pay check requests, will be reviewed for accompanying approval documentation prior to approval-to-purchase order.
  • All business meals, including catering, must be preapproved by a Cabinet member.
  • Documentation of purchase approval will be required in paper and electronic card files for future reviews and audits.

If you have questions about this process, please direct them to Procurement or  TESS.

Thank you for your support and cooperation.

Paul C. Messplay
Vice President for Administration and Finance & CFO
University of Mary Washington
(540) 654-1410